Unit 4-Human Resources Flashcards
What is an Internal Organisational Structure?
It is how a business is organised in terms of communication and decision-making. Identifies specific job roles and indicates who reports to whom and who is responsible for specific staff members.
Why might a business have internal organisational structures?
To ensure that it runs as efficiently as possible, all staff have clear responsibilities and can operate as productively as possible.
What is Span of Control?
The number of employees for whom a manager is responsible for. Should be no more than 6 people.
What is a chain of command?
In an organisational chart it shows the lines of authority within the business upon which communication passes.
What does Delegation mean?
When a manager or senior employee gives some of their work to a less senior employee, the manager or senior employee will be responsible if anything goes wrong.
What are the two types of organisational structures?
-Tall
-Flat
What is a Tall organisational structure?
It has many layers, has long chains of command and narrow spans of control which means managers can monitor the employees they are responsible for more closely.
What is a Flat organisational structure?
It has few layers, it has short chains of command and wide spans of control which means each manager has to manage many employee which can be difficult to manage employees effectively.
What is Delayering?
If a business is decreasing in size or aiming just to reduce costs, it may decide to take out a layer of management.
What are the advantages of delayering?
-Helps improve communication
-Reduces wage costs
-Decision-making should be quicker
What are the disadvantages of delayering?
-Employee motivation may fall, as staff will be expected to take on more responsibility
-Costs to train staff in new role
What does it mean if a business is centralised?
Businesses that are centralised keep their decision-making firmly at the top of the hierarchy, amongst the most senior management.
What are the advantages to a business of being centralised?
-Quicker to implement policies and practices for the whole business
-Decisions are taken for the benefit of the whole business.
What are the drawbacks of a business being centralised?
-Employees lack authority which may reduce motivation
-Communication can take a long time as their are many layers
What does it mean if a business is decentralised?
Decision-making is spread out to include more junior managers in the hierarchy, as well as specific stores. E.G Tesco
What are the benefits of a business being decentralised?
-Good way of training and developing junior management
-Improves staff motivation
-Changes can be made quickly
What are the drawbacks of a business being decentralised?
-Difficult to ensure consistent practices and policies
-Harder to control costs
What is recruitment and selection?
The process of identifying the need for a job, defining the requirements and advertising the position and choosing the employee.
What is a job analysis?
When a vacancy arises the organisation will need to decide whether the job is still required.
What is a job description?
A document that details the roles and responsibilities of the vacant position. Includes the job title, purpose of job and hours of work.
What is a person specification?
It lists the qualifications, experience, skills and attitudes needed for the job.
What is internal recruitment?
When a business fills a vacant job with an existing employee of the business.
What are the benefits of internal recruitment?
-Cheaper and can be quicker
-Candidate already knows a lot about the firm
-Bosses already know the candidate well
What are the drawbacks of internal recruitment?
-No new employees with new ideas
-Employees move will leave a vacancy to fill
What is external recruitment?
The process by which a business will search for new candidates for a job vacancy from outside of the business. Advertised by job centres.
What are the benefits of external recruitment?
-Job advert can be seen by more people
-More likely firm will find someone really suited for the job
What are the drawbacks of external recruitment?
-Advertising isn’t cheap
-More time/money on training
What is the recruitment and selection process?
-Draw up a job analysis
-Job description
-Person specification
-Job advertisement
-Apply for the job
-Interviews
-Selection and preferences
-Offer letter/rejection letter
-Contract of payment
What are some advantages of using application forms?
-Gives information business wants and nothing else.
-Quicker to process and more relevant to the job than letters written by candidates.
-Easy to make comparisons between applicants.
What are some advantages to a business of using CVs?
-More informal that application forms so candidates can inject their own personality
-Time not wasted creating their own application form.
What does full-time employment mean?
An employee works the numbers of hours which is equivalent to a full working week.
What are the benefits of full-time employment?
-Workers feel more secure
-Fewer staff required means span of control is narrower
-Staff may feel more loyal
-Lower costs of recruitment and training.
What is part-time employment?
Any number of hours that is below the full-time working week.
What are the benefits of Part-time employment?
-Gives staff a better work life balance
-Helps to cut wage costs
What is job share?
When a job, work and pay is shared between two people.
What are the benefits of Job share?
-There are skills of two people rather than one
-Business able to cover unplanned absence or holidays easier
What are some drawbacks of Job share?
-Communication can be difficult
-Span of control becomes wider
What are Zero hour contracts?
Where employees are not guaranteed a set number of hours to work each week.
What are the advantages of Zero hour contracts?
-Business does not waste money paying staff when they’re not really needed.
-Are usually only used when business has a lot of demand.
Why is having an effective receuitment and selection process important for a business?
-Increases in output and productivity
-Different ideas introduced
-Improvements in quality and customer service
-Increase in staff retention
What is motivation?
The commitment to do something
What are some benefits to a business of having a motivated workforce?
-Increased productivity levels
-Low levels of absenteeism
-High levels of staff retention and reputation
-Improve product quality
What are the two methods of motivation?
-Financial
-Non-financial
What are the four financial methods of motivation?
-Salary
-Wage
-Commission
-Profit share
What is Salary?
A fixed amount paid every month and does not change even if the number of hours changes.
What are the advantages of Salary?
-Firm and workers both know exactly how much the pay will be
-However it does not encourage employees to work harder.
What are Wages?
Are paid weekly or monthly by either hourly or by piece rate.
What are piece rates?
-When workers are payed according to how many products they make.
What are two types of extra payment on top of their salary or wage?
-Commission
-Profit sharing
What is commission?
Paid to sales staff for every item they sell
What are profit sharing schemes?
Where a percentage of the company’s profits is divided up between employees. E.G.John Lewis Partnership
What are the four non-financial methods of motivation?
-Job enlargement
-Job enrichment
-Training
-Management style
What is job enlargement?
Gives staff a greater variety of tasks to perform which would make the work more interesting.
What is Job enrichment?
Involves workers being given greater responsibility and a wider range of complex tasks, which gives the employee a sense of achievement.
What is training?
It will motivate staff to do their existing job well or be trained for future posts and will make them feel more valuable.
What are the four styles of management?
-Autocratic
-Paternalistic
-Democratic
-Laissez-faire
What is Autocratic management style?
-Managers make decisions alone without consulting staff.
What is Paternalistic management style?
Managers make decisions themselves but after consultation with workers.
What is Democratic management style?
Allow workforce to have some influence over decisions.
What is Laissez-faire management style?
Allows workers to perform tasks as they see fit, offering help if needed.
What are fringe benefits?
Extra items that are given to employees whilst they work in a business. E.G. Company cars, Free lunches, Staff discounts
What is training?
The process of increasing the knowledge and skills of the workforce to enable them to perform their jobs effectively.
What is Induction training?
Introduces the new employee into the workplace, introduces them to their colleagues, company rules and initial training on how to do their job.
What are the benefits of Induction training?
-New employees can become productive as quick as possible
-Help avoid costly mistakes
What is Off the Job training?
When employees are taken away from their workplace to be trained.
What are the benefits of Off the Job training?
-Wider range of skills can be obtained
-Can learn from experts
-Can improve motivation and productivity
What are the drawbacks of Off the Job training?
-Can be expensive
-Loss of working time
-Employees now have new skills and may leave for better jobs
What is On the Job training?
Employees receive training whilst in the workplace, are usually shown how to do the job by a colleague and then practice it.
What are the benefits of On the Job training?
-Cost effective as you don’t have to buy courses
-Opportunity to learn whilst doing
-Training alongside colleagues, gaining first-hand experience
What are the drawbacks of On the Job training?
-Quality depend on ability of trainer
-Environment may not be the best for training
-Potential disruption to production and quality.p
What is E-learning?
Computer programs are customised to the exact training needs of the organisation and staff, who are able to participate at a convenient time.
What are the advantages of E-learning?
-Can take place independently in the workplace
-Cheaper for the business
-Can assess knowledge
What are the disadvantages of E-learning?
-Not suitable for all employees or all types of jobs
-Reliant on the motivation of the employee carrying out the training
Whatare the benefits of Training?
-Higher quality of work and increased productivity
-Increased motivation
-Better levels of customer service
-Less supervision required
What are some factors affecting the choice of training?
-Type of job
-Firm’s budget and time available
-Business resources
-Employees needs and objectives of business.
