Unit 3 People

Question 1

The purpose of human resources function

Answer 1

Businesses create a personal plan including:
- how many workers it needs to employ
- the type of workers it needs - skilled or unskilled, managers, full time or part time, where they will work and what time they will work
- how the business will get the best out of its workers

Question 2

3.1 Role of human resources

Identify some factors a business will consider when planning their human resource needs.

Answer 2

1. What is produces - Are skilled or unskilled workers needed, or a mix?

2. How much it produces - How many workers will the business need?

3. The method of production - Can machines rather than workers be used.

4. When production takes place - Are workers needed seven days a week or only on specfic occasions

5. Budget available - How much can be spend on workers.

Question 3

Tall and Flat Organisational Structure Definition

Answer 3

Tall: structures that have many layers of staff from top to bottom

Flat: will only have a few layers, maybe as little as two or three. There may be a board of directors at the top, one layer of management and the shop floor workers

Question 4

Advantages and Disadvantages of Tall organisational structures

Answer 4

Adv:
- Clear lines of communication from the people at the top to the people at the bottom of the organisation
- Managers tend to have only a few people that they are responsible for
- There will be more opportunity to gain promotions in the organisation, can be good for motivation

Disadv:
- subordinates may feel they are too controlled by their line manager which can stifle creativity and motivation
- workers may only talk to immediate colleagues and may be less sympathetic or supportive to workers in other areas of the business

Suitability:
- Large organisation such as a large hospital
- Non-creative business where workers peform limited, clear tasks.

Question 5

Advantages and Disadvantages of Flat organisational structures

Answer 5

Adv:
- Managers tend to delegate responsibilities to the workers they have responsibility for, good for motivation
- Workers are likely to talk to a wider range of colleagues, which is good for developing new ideas

Disadv:
- Not always clear lines of communication meaning workers may miss out on key information
- Managers have a large span of control, making it difficult to manage them all
- Promotion opportunities may be few, reducing motivation

Suitability:
- Creative businesses such as computer game design
- Good for smaller businesses, because they can make workers feel valued.

Question 6

Subordinate Def.

Answer 6

Workers that a line manager is responsible for

Question 7

Delegation def.

Answer 7

A process where a manager gives a subordinate responsibility to make certain decisions, but the manager is ultimately responsible for

Question 8

Chain of command def.

Answer 8

The link in authority from those at the top (most authority) to those at the bottom (least authority)

Question 9

Span of control

Answer 9

The number of subordinates that a manager has authority over

Question 10

3.1 Role of human resources

Outline & Explain the 3 main reasions why businesses choose different organisations.

Answer 10

1. Importance of effective communication: Communication is very important in all businesses.

2. Different job roles and responsibilities: A business may decide that ists workers for one function should be together so that, for example, marketing experts are helping eachother.

3. Different ways of working: Tall organisations suit large business where success depends on workers carryigng out clearly defined tasks.
- Flat structure will enable works to communicate with a range of different works.

Question 11

Full-time working
(def, adv, disadv to the business)

Answer 11

def:
when a person works 35 hours or more per week

adv:
- The worker is permanently available for the business
- The employee is likely to have a higher commitment to the business, increasing producitivty.

disadv:
- The business may have to pay a worker at a time when no work needs to be done
- A fixed workforce may make it harder to adapt to demand changes.

Question 12

Part-time working
(def, adv, disadv to the business)

Answer 12

def: When a person works less than 35 hours a week

adv:
- The worker can be asked to work at specific times needed by the business
- Part-time workers earn less and may not qualify for full benefits.

disadv:
- The business may have to train many more workers than if it employed only full-time workers
- Scheduling can be harder if employees have other jobs.

Question 13

Flexible working
(def, adv, disadv to the business)

Answer 13

def: The practice of people working partly at their place of work and partly elsewhere (e.g at home or while they are moblie)

adv:
- The business may benefit from motivated workers who like the flexibility of when they will work
- Workers appreciate flexibility and may stay longer, increasing employee retention

disadv:
- The worker may not be available to work when needed by the business
- It is harder to monitor employees, so they may not be as productive during their hours.

Question 14

Temporary working
(def, adv, disadv to the business)

Answer 14

def: when a person only works for a short period of time for an employer, sometimes on a short-term contract or on day-to-day basis

adv:
- business only needs to employ workers for the length of time they need them (e.g harvesting time)
- No need to provide long-term benefits or contracts.

disadv:
- The business may find it difficult to recruit enough workers at times when they are needed
- Temporary workers may not be as committed
- Businesses must repeatedly train new hires in the way the business works.

Question 15

Working from home
(def, adv, disadv to the business)

Answer 15

def: when a person completes work for a business or themselves in their home

adv:
- the business may save costs by not having to provide office space
- Workers enjoy the comfort of home, which may improve retention.

disadv:
- workers may not communicate with each other very well, reducing their efficiency
- Employers cannot monitor productivity as easily

Question 16

Working while mobile
(def, adv, disadv to the business)

Answer 16

def: when people work while they are on the move, travelling or on holiday

adv:
- the business benefits from the increased productivity of the worker ( Can work whilst mobile, meanign less downtime. )
- Less need for office space if employees work remotely

disadv:
- the business may not be able to monitor that the worker is working as much as he or she should
- Work may be disrupted if there are technical issues.

Question 17

Self-employment
(def, adv, disadv to the business)

Answer 17

adv:
- businesses often like to use self-employed contractors to do work for them because they only need them for a specific job and they do not need to pay national insurance or pension contributions for them
- Can hire experts for short-term projects without long-term commitment

disadv:
- the self-employed person may not work in the way that the business’ own employees are trained to
- Cannot directly manage self-employed workers like regular employees.

Question 18

Full-time working
(adv, disadv to the worker)

Answer 18

Adv:
- Full-time roles provide stability and a regular income
- Often includes sick pay, holiday pay, and pensions.

Disadv:
- The worker is tied to working a full working week throughout the year (except for holiday periods)
- Long hours can make work-life balance difficult
- More responsibilities can lead to burnout.

Question 19

Part-time working
(adv, disadv to the worker)

Answer 19

Adv:
- The worker can work when it suits them, for example, during the hours their children are in school
- Fewer hours can mean a less demanding workload

Disadv:
- The worker will only get paid for the hours they work and this may mean less money than they need or want. May have to get a second job
- Some businesses do not provide pensions or sick pay to part-time staff.

Question 20

Flexible working
(adv, disadv to the worker)

Answer 20

Adv:
- Employees can work when they feel most productive
- Can adjust work around personal commitments

Disadv:
- The worker may not be offered as much work as they want
- Work may extend into personal time.

Question 21

Temporary working
(adv, disadv to the worker)

Answer 21

Adv:
- The worker can work and earn for a period and then have time to do other things they want to, such as going on long holidays
- Good for gaining skills and entering an industry
- Can choose when to take on new contracts.

Disadv:
- The worker may find there are times of the year where there is no work for them.
- Fewer opportunities for promotions and development.

Question 22

Working from home
(adv, disadv to the worker)

Answer 22

Adv:
- The worker saves time and money by not having to travel to work
- Can set up a comfortable workspace

Disadv:
- The worker may find there are distractions at home such as noisy children
- They may miss socialising with other workers

Question 23

Working while mobile
(adv, disadv to the worker)

Answer 23

Adv:
- The worker can make full use of their time, even when they are travelling
- More control over how and when work is done.
- Can work from different locations, improving work-life balance.

Disadv:
- The worker may feel under pressure to work a lot, even while on holiday.
- Distractions can reduce efficiency
- Strong internet and digital tools are needed for smooth operations.

Question 24

Self-employment
(adv, disadv to the worker)

Answer 24

Adv:
- The worker may like being in control and may be highly motivated because their earnings depend on how much they produce
- Can set their own hours and make business decisions

Disadv:
- There is much less job security for the worker as there may be times when there is no work and no income
- Running a business often requires extra effort and time.

Question 25

Adv. and Disadv. of communicating with **phone/landline**

Answer 25

Adv: - Good for discussion of ideas or problems and making arrangements - It is immediate, providing the communicators are available to speak - Can be done anywhere in the world Disadv: - No record of the discussion (unless it is recorded) - Can be difficult with long waiting times to get through a call centre

Question 26

Adv. and Disadv. of communicating with **meetings**

Answer 26

Adv: - It is a good way to exchange ideas and to check understanding - Minutes (a written summary) provide a record of the meeting Disadv: - Can be expensive to get people together - If it is a formal meeting, it can take time to arrange

Question 27

Adv. and Disadv. of communicating with **presentations**

Answer 27

Adv: - The speaker has time to prepare in advance what they wish to say and then to explain clearly - It is often possible to ask questions to help understanding Disadv: - There may be a lot of listeners and it may be difficult to check they all understand - Presentations take time to arrange and can be expensive

Question 28

Adv. and Disadv. of communicating with **letters**

Answer 28

Adv: - Provides a record of the commmunication - The sender can take time to make sure ideas are clearly expressed while the reader can read the message more than once Disadv: - It takes time for letters sent in the post to be delivered - If the meaning of the message is unclear, it i difficult for the reciever to check

Question 29

Adv. and Disadv. of communicating with **emails**

Answer 29

Adv: - A very fast method of communicating - Good for short messages although attachments are a way of adding more information Disadv: - A person may not check their emails regularly - Bulk emails are often ignored and deleted or lost in spam

Question 30

Adv. and Disadv. of communicating with **texting**

Answer 30

Adv: - A very fast method of communicating that can include a lot of people - The receiver can save the text to remember details in the message Disadv: - Only limited information can be given - Not good for discussing ideas

Question 31

Adv. and Disadv. of communicating with **social media**

Answer 31

Adv: - The message can be sent to selected groups in bulk to large numbers cheaply - Sometimes pictures can be added to the message Disadv: - Somebody in the business needs to manage the communications, for example, responses from receivers - It is not always easy to judge how successful the message has been

Question 32

Adv. and Disadv. of communicating with **websites**

Answer 32

Adv: - It saves money because information does not need to be printed and posted - Customers can order online so the business may not need to have a shop or office accessible to customers Disadv: - Customers cannot ask for information easily (unless a 'chat' facility is available) - Customers cannot view the goods

Question 33

# ***3.3 Communication in a business*** **Identify and Explain** some different reasons why **communication** is important to a business.

Answer 33

***1. Marketing communication*** - Research needs to be done to find out what **customers want**. - Communication is important for telling customers about **goods & services**. - Sales team may need to communicate about **selling the product**. ***2. Communications about finance*** - The business may need to communicate with the **bank to arrange a loan** - Accounts department needs info about sales & purchases to keep **accurate acounts**. ***3. Business Operations communications*** - The production team will need to know **how many** goods to make. - They will need to discuss problems about **quality**. ***4. Communications with government*** - The business will need to know **government's rules** about safety and environmental regulations. - Business may ask the government for **help**. ***5. Communications about HR*** - Workers need to be **recruited** - Workers need to be **appraised** - Problems between workers need to be **solved**.

Question 34

# ***3.3 Communication in a business*** Describe the effect of digital communications on **business functions**.

Answer 34

***1. Marketing*** - Business can sell online which means they dont have to run **expensive shops** - More emphasis on **promoting** via **websites and social media** - Competiton has **increased** as it is cheaper to sell online & **easier for consumers** to shop - New business **opportunities** have developed. ***2. Human resources*** - Working while mobile has become easier and is more widely used. - Recruitment and other websites have made it **easier to recruit** - Increased **productivty** of workers, they can perform more tasks, reducing **business costs**. ***3. Operation*** - Production has become **highly automated** with the use of **computer-controlled** robots - Fewer workers are needed in **manufacturing, reducing costs**.

Question 35

# 3.4 Recruitment and selection Explain some reasons why businesses **recruit**

Answer 35

***1. When a business grows*** - If a business grows it may need more workers to produce the goods/service. ***2. To fill a skills gap*** - A business may be short of skilled workers. ***3. To replace employees who leave*** - Workers leave business for different reasons - retirement, promotion, increased pay from another business e.g. ***4. To start up a business*** - A business that is starting up will need workers to run it and to make the goods.

Question 36

Advantages of Internal recruitment

Answer 36

- It is cheaper to advertise internally - Often quicker to recruit than external recruitment - The worker will already be known to the managers so they can be confident about the work he or she will do - The worker knows the business already so there will be no problems settling in - It can motivate workers if their colleagues are promoted

Question 37

Advantages of external recruitment

Answer 37

- It can fill a skills gap when there is no one already employed who can do the job - People from outside can bring new ideas - Avoids workers becoming unhappy if they are not selected but another colleague is - It is necessary when the business is growing and additional workers are needed - It saves habing to recruit someone to replace a worker promoted internally

Question 38

What is a job description?

Answer 38

A list of the main duties, tasks and responsibilities of a worker

Question 39

What is a person specification?

Answer 39

A list of the qualities, qualifications and knowledge that a person should have to do a particular job

Question 40

What are internal methods of recruitment?

Answer 40

- Notice boards - Word of mouth - Company website - Emails to staff

Question 41

What are external methods of recruitment?

Answer 41

- Websites - Newspapers - Social media - Specialist magazines - Job centres

Question 42

Why are job descriptions and person specifications important?

Answer 42

The information in these documents makes it more likely that only workers able to do a job will apply, saving time for the business and applicants

Question 43

Methods of selection

Answer 43

**1. Application form** - The firm can specify the information it needs and all applicatants will need to complete form - Good way to compare applicants **2. Letter of application** - The applicant uses this to explain why they think they're sutiable for the job - Helpful to see how well applicant's information is put together. **3. CV** - Summary of person details, qualifcaiton etc. **4. Interview** - Good for finding out what applicants have to say and judging their personaly and communication skills **5. Group activities** - Good for showing how well people work with others **6. Reference** - A statement from a previous employer to give information about an employee **7. Tests and presentations** - The applicant's ability for a specific skill, such as typing, can be tested. - A presentation enables the applicant to demonstrate their dieas and ability to communicate.

Question 44

Non financial methods of motivation: Praise

Answer 44

**Def**: Workers are thanked and praised for the (good) work they have done **How it motivates**: Makes workers feel appreciated and valued. Those not praised may feel that they need to do better to earn praise **Adv**: - It doesn't cost the business anything and helps create a **positive climate** - Builds strong relationships between staff and management, improving **workplace culture** **Disadv**: - Sometimes if there is no financial reward , workers may feel that they are not truly valued

Question 45

Non financial methods of motivation: Award Scheme

Answer 45

**Def:** Workers are presented with rewards for their work. Might include vouchers for days out, holidays or ceritficates of achievement **How it motivates:** Makes workers feel values and will encourage them and others to increase their efforts. **Adv:** - Gives a sense of achievement, increasing job satisfaction and loyalty - Encourages healthy competition, pushing employees to perform well **Disadv:** There is some cost to them. They need to be given fairly or workers who do not receive an award may be upset

Question 46

Non financial methods of motivation: Working environment

Answer 46

**Def:** Improving the workplace so that it is a pleasant place to work **Adv:** - If workers feel valued they will respect the businessand their colleagues, creating a positive attitude to work - Increases motivation and retention, as staff enjoy coming to work **How it motivates:** Makes workers feel well looked after and that their opinions are valued. **Disadv:** There is cost to some of this, e.g imporving furniture or facilities in building or paying for activities.

Question 47

# ***3.5 Motivation and retention*** Analyse the following methods of **Financial motivation** **A)** Pay ( wage or salary ) **B)** Bonuses

Answer 47

**A)** A wage is usually paid weekly and is based on the number of hours worked. - **Disadv:** A wage does not reward workers for how well they work, only how long. - **Disadv:** High fixed costs for the business, regardless of productivity. - **Adv:** Motivates workers as they receive a regular income - **Adv:** Simple to understand and administer, making it easy for businesses to manage. **B)** A payment that a worker receives for meeting a target set by the business. - **Adv:** Improves worker productivity as they want to meet their targets - **Adv ( to worker )**: Business still has to pay them this bonus even if they are in debt - **Disadv:** Targets will have to be fair else workers may instead become demotivated.

Question 48

# ***3.5 Motivation and retention*** Analyse the following methods of **Financial motivation** **A)** Profit sharing **B)** Fringe benefits

Answer 48

**A)** Workers are paid a part of the profits of the business - **Adv:** Motivates workers as they know the more **effienctly** they work, the **more profit** the business will make, increasing their income. - **Adv:** Encourages teamwork and loyalty, since everyone benefits from the business's success. - **Disadv:** Individual effort may feel unrewarded, as rewards depend on overall business performance. - **Disadv:** Business still has to pay out even if they made little profit as is. **B)** These are benefits in kind given to workers on top of their pay, such as free health insurance. - **Adv:** Motivates workers as they prodvide them with an attractive package of pay and benefits - **Adv:** They can be good for motivating workers not to leave a business. - **Disadv:** They are a cost to a business so may reduce profits. - **Disadv:** Not valued equally by all staff, reducing motivational impact.

Question 49

# ***3.5 Motivation and retention*** Explain the benefits to a business of motivated workers.

Answer 49

**1. High worker productivity** - Workers will produce more goods or improvied services in the time theyr work. **2. Reduced levels of worker supervision** - Workers will want to do their job well. This may reduce amount of supervisors needed, reducing costs. **3. Low worker absenteeism** - Worker will be happy about coming into work and less likely to take a day off. **4. Improved quality** - Workers will take pride in doing their work well and will prdouce quality goods and services.

Question 50

# ***3.5 Motivation and retention*** Explain the benefits to a business of employee **retention**.

Answer 50

- The business will need to **recruit workers** less often, saving time and costs. - **Training costs** will be lower because the business will not need to train as many new workers. - When the firm does want to recruit new workers, it will be easier for them t odo so because it will have a **good reputation for treating it's workers well**.

Question 51

# ***3.6 Training and development*** Explain; **A)** Why a business trains its workers **B)** The benefits to a business of training its workers

Answer 51

***A) Reasons include;*** - Introduces **new recruits** to the buisness and their work. - Gives workers **technical skills.** - Develops **workers' personal skills** such as leadership, commmunicated and organisation - Inform workers of **health and safety** procedures. - Teach workers **new skills** if their **existing skills** are no longer needed. ***B) Benefits include;*** - Improves workers' **productivity** and so it reduces the **business' production** costs. - Improved the quality of goods or services **( including customer service )** offered by the business, increasing sales and revenue. - Helps the **growth and development** of the business. - Solves skill **shortages** by training up existing staff. - May improve **motivation and retention**.

Question 52

# ***3.6 Training and development*** Describe the features of; **A)** Apprenticeships **B)** Profressional development programmes

Answer 52

***A) Features of Apprenticeships include*** - It's a long-term learning programme - often over **2,3, or 4 years** - It develops skills and knowledge relevant to a **specific job** - Usually completed partly in the **work place** and **partly in college**. ***B) Features of Professional development programmes include;*** - It's a long-term programme - **often 2 years** or more. - It contributes to a **person general education** as well as **enabling** them to develop a **set of skills** and body knowledge related to **specific vocations** - It will also provide trainees with **recognisable proof ( certicates )** of development - Often include a **high academic content** completed at college or online.

Question 53

# ***3.6 Training and development*** Explain 3 benefits and drawbacks of using; **A)** Apprenticeships **B)** Professional development programs

Answer 53

**A) Benefits include;** - Provides hands-on training – Apprentices learn practical skills while working. - Builds a skilled workforce – Employees are trained to meet the business's specific needs. - Increases loyalty and retention – Apprentices are more likely to stay with the company after training. **A) Drawbacks include;** - Takes time and supervision – Staff need to invest time in training apprentices. - May lack experience at first – Apprentices might be less productive early on. - Risk of leaving after training – The business might lose its investment if the apprentice leaves. **B) Benefits include;** - Improves employee skills and knowledge, boosting performance. - Motivates staff, as they feel invested in and valued. - Can lead to internal promotions, reducing recruitment costs. **B) Drawbacks include;** - Can be expensive, especially for external courses or certifications. - Takes time away from regular duties, which may affect productivity. - Risk of trained staff leaving, taking their improved skills to a competitor.

Question 54

# ***3.6 Training and development*** Describe the benefits; **A)** To employees **B)** To a business of staff development

Answer 54

***A) Benefits to an employee include;*** - Staff will develop **skills and gain qualification** that can be used later on - Staff are **paid** while they develop new skills - Staff may receive **promotion** or other benefits as a result of development ***B) Benefits to a businss include;*** - Can **motivate workers**, leading to an increase in **output**. - Can improve **staff retention**, saving on **recruitment** costs. - Can help the business to meet its future **staffing needs** - Can aid recruitment if workers believe the business will help them **develop** - Can help to overcome **skill shortages**.

Question 55

# ***3.6 Training and development*** Describe the problems for the business of **staff development.**

Answer 55

- **Staff development** costs money, so when a business is experiencing a **decrease in profits**, they may decide to reduce **staff development costs**. - Staff who have **completed their training** may find they can get a better job elsewhere.

Question 56

On-the-job training adv and disadv

Answer 56

Adv: - It is specific to the individual and the business - It saves on the cost of travel ro a course - The worker produces something as he or she trains - The business can teach the person exactly how they want the job done Disadv: - The work done as the learner starts to train may not be of a good enough quality - The trainer may be good at their job but not at training others how to do it - The worker may only learn how to do the work in the way the business does it - It is not easy to train a group of trainees

Question 57

Off-the-job training adv and disadv

Answer 57

Adv: - Training is often given by experts - The trainee may be motivated by a day away from work - A worker can feel valued because the business is paying for training - Some types of training, e.g safety, are better carried out by experts Disadv: - It can be expensive - the employer will have to pay travel and training fees - The business loses output while the worker is away from work - Improving a worker's skills may make it possible for them to get work in another business

Question 58

What are the discrimination laws?

Answer 58

**The Equality Act 2010** - a person cannot be treated differently on the grounds of their gender, race, ethnicity, disability, sexual orientation, religion or beliefs A business must not: - pay workers differently for doing the same work - favour certain types of people when recruting workers unless an exception in law has been made - discriminate when promoting or training workers or making them rednundant - allow workers to be mistreated by other workers because of, for example, their skin colour, sexual orientation or religion.

Question 59

What is discrimination?

Answer 59

- unjust or prejudicial treatment of different categories of people, especially on the grounds of race, age or sex

Question 60

Why does a working environment motivate employees?

Answer 60

- positive environment = positive work - NOTHING TO DO WITH SAFE ENVIRONMENT - big influence on attitude and productivity employees so work well - temperature, lighting, personal space, noise levels, quality of air

Question 61

# ***3.7 Employment law*** Describe what may happen to a business if they choose to **discriminate** agaisnt their **workers**.

Answer 61

- Staff may become less motivated, which **may affect performance** of the business - Workers decide to leave, so the **business must recruit** new employees. - It develops a **poor reputation**, which colour reduce sales and affect recruitment. - It can be fined and made to **pay compensation** to employees.