Hrm Notes New

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Chapter 1 Introduction to human resource management

Definition - Edwin Flippo defies HRM as

“planning, organizing, directing, controlling of procurement, development, compensation,

integration , maintenance and separation of human resources to the end that individual,

organizational and social objectives are achieved.”

Features of HRM or characteristics or nature

1. HRM involves management functions like planning, organizing, directing and

controlling

2. It involves procurement, development, maintenance of human resource

3. It helps to achieve individual, organizational and social objectives

4. HRM is a mighty disciplinary subject. It includes the study of management

psychology communication, economics and sociology.

5. It involves team spirit and team work.

Scope of HRM/functions of HRM

The scope of HRM refers to all the activities that come under the banner of HRM. These

activities are as follows

1. Human resources planning :-

Human resource planning or HRP refers to a process by which the company to

identify the number of jobs vacant, whether the company has excess staff or shortage of

staff and to deal with this excess or shortage.

2. Job analysis design :-

Another important area of HRM is job analysis. Job analysis gives a detailed

explanation about each and every job in the company. Based on this job analysis the

company prepares advertisements.

3. Recruitment and selection :-

Based on information collected from job analysis the company prepares

advertisements and publishes them in the news papers. This is recruitment. A number of

applications are received after the advertisement is published, interviews are conducted

and the right employee is selected thus recruitment and selection are yet another

important area of HRM.

4. Orientation and induction :-

Once the employees have been selected an induction or orientation program is

conducted. This is another important area of HRM. The employees are informed about the

background of the company, explain about the organizational culture and values and work

ethics and introduce to the other employees.

5. Training and development :-

Every employee goes under training program which helps him to put up a better

performance on the job. Training program is also conducted for existing staff that have a lot

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of experience. This is called refresher training. Training and development is one area were

the company spends a huge amount.

6. Performance appraisal :-

Once the employee has put in around 1 year of service, performance appraisal is

conducted that is the HR department checks the performance of the employee. Based on

these appraisal future promotions, incentives, increments in salary are decided.

7. Compensation planning and remuneration :-

There are various rules regarding compensation and other benefits. It is the job of

the HR department to look into remuneration and compensation planning.

8. Motivation, welfare, health and safety :-

Motivation becomes important to sustain the number of employees in the

company. It is the job of the HR department to look into the different methods of

motivation. Apart from this certain health and safety regulations have to be followed for

the benefits of the employees. This is also handled by the HR department.

9. Industrial relations :-

Another important area of HRM is maintaining co-ordinal relations with the union

members. This will help the organization to prevent strikes lockouts and ensure smooth

working in the company.

Challenges before the HR manager/before modern personnel management

Personnel management which is know as human resource management has adapted itself to the

changing work environment, however these changes are still taking place and will continue in

the future therefore the challenges before the HR manager are

1. Retention of the employees :-

One of the most important challenge the HR manager faces is retention of labour

force. Many companies have a very high rate of labour turnover therefore HR manager

are required to take some action to reduce the turnover

2. Multicultural work force :-

With the number of multi cultural companies are increasing operations in

different nations. The work force consists of people from different cultures. Dealing

with each of the needs which are different the challenge before the HR manager is

integration of multicultural labour work force.

3. Women in the work force :-

The number of women who have joined the work force has drastically increased

over a few years. Women employees face totally different problems. They also have

responsibility towards the family. The organization needs to consider this aspect also. The

challenge before the HR manager lies in creating gender sensitivity and in providing a

good working environment to the women employees.

4. Handicapped employees :-

This section of the population normally faces a lot of problems on the job, very

few organization have jobs and facilities specially designed for handicapped workers.

Therefore the challenge before the HR manager lies in creating atmosphere suitable for

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such employees and encouraging them to work better.

5. Retrenchment for employees :-

In many places companies have reduced the work force due to changing

economic situations, labourers or workers who are displaced face sever problems. It also

leads to a negative atmosphere and attitude among the employees. There is fear and

increasing resentment against the management. The challenge

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before the HR manager lies in implementing the retrenchment policy without hurting

the sentiments of the workers, without antagonizing the labour union and by creating

positive attitude in the existing employees.

6. Change in demand of government :-

Most of the time government rules keep changing. While a lot of freedom is given

to companies some strict rules and regulations have also been passed. The government

has also undertaken the disinvestment in certain companies due to which there is fear

among the employees regarding their job. The challenge before the HR manager lies in

convincing employees that their interest will not be sacrificed.

7. Initiating the process of change :-

Changing the method of working, changing the attitude of people and changing

the perception and values of organization have become necessary today. Although the

company may want to change it is actually very difficult to make the workers accept the

change. The challenge before the HR manager is to make people accept change.

Chapter 2 Job analysis, job design, job evolution

Define job analysis

A job is defined as a collection of duties and responsibilities which are given together to an

individual employee. Job analysis is the process of studying and collecting information relating

to operations and responsibilities of a specific job.

Need/importance/purpose/benefits of job analysis

Def: - A job is defined as a collection of duties and responsibilities which are given together to

an individual employee. Job analysis is the process of studying and collecting information

relating to operations and responsibilities of a specific job.

The following are the benefits of job analysis.

1. Organizational structure and design :-

Job analysis helps the organization to make suitable changes in the organizational

structure, so that it matches the needs and requirements of the organization. Duties are

either added or deleted from the job.

2. Recruitment and selection :-

Job analysis helps to plan for the future human resource. It helps to recruit and

select the right kind of people. It provides information necessary to select the right

person.

3. Performance appraisal and training/development :-

Based on the job requirements identified in the job analysis, the company decides

a training program. Training is given in those areas which will help to improve the

performance on the job.

Similarly when appraisal is conducted we check whether the employee is able to work

in a manner in which we require him to do the job.

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4. Job evaluation :-

Job evaluation refers to studying in detail the job performance by all individual.

The difficulty levels, skills required and on that basis the salary is fixed. Information

regarding qualities required, skilled levels, difficulty levels are obtained from job

analysis.

5. Promotions and transfer :-

When we give a promotion to an employee we need to promote him on the basis

of the skill and talent required for the future job. Similarly when we transfer an employee

to another branch the job must be very similar to what he has done before. To take these

decisions we collect information from job analysis.

6. Career path planning :-

Many companies have not taken up career planning for their employees. This is

done to prevent the employee from leaving the company. When we plan the future career

of the employee, information will be collected from job analysis. Hence job analysis

becomes important or advantageous.

7. Labour relations :-

When companies plan to add extra duties or delete certain duties from a job,

they require the help of job analysis, when this activity is systematically done using

job analysis the number of problems with union members reduce and labour relations

improve.

8. Health and safety :-

Most companies prepare their own health and safety, plans and programs based

on job analysis. From the job analysis company identifies the risk factor on the job and

based on the risk factor safety equipments are provided.

9. Acceptance of job offer :-

When a person is given an offer/appointment letter the duties to be performed by

him are clearly mentioned in it, this information is collected from job analysis, which is

why job analysis becomes important.

Methods of job analysis

Def: - A job is defined as a collection of duties and responsibilities which are given together to

an individual employee. Job analysis is the process of studying and collecting information

relating to operations and responsibilities of a specific job.

There are different methods used by organization to collect information and conduct the job

analysis. These methods are

1. Personal observation :-

In this method the observer actually observes the concerned worker. He makes a

list of all the duties performed by the worker and the qualities required to perform those

duties based on the information collected, job analysis is prepared.

2. Actual performance of the job :-

In this method the observer who is in charge of preparing the job analysis actually

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does the work himself. This gives him an idea of the skill required, the difficulty level of

the job, the efforts required etc.

3. Interview method :-

In this method an interview of the employee is conducted. A group of experts

conduct the interview. They ask questions about the job, skilled levels, and difficulty levels.

They question and cross question and collect information and based on this information job

analysis is prepared.

4. Critical incident method :-

In this method the employee is asked to write one or more critical incident that has

taken place on the job. The incident will give an idea about the problem, how it was

handled, qualities required and difficulty levels etc. critical incident method gives an idea

about the job and its importance. (a critical means important and incident means anything

which takes place in the job)

5. Questioner method :-

In this method a questioner is provided to the employee and they are asked to answer

the questions in it. The questions may be multiple choice questions or open ended questions.

The questions decide how exactly the job analysis will be done. The method is effective

because people would think twice before putting anything in writing.

6. Log records :- (2 marks concept)

Companies can ask employees to maintain log records and job analysis can be done

on the basis of information collected from the log record. A log record is a book in which

employees record /write all the activities performed by them on the job. The records are

extensive as well as exhausted in nature and provide a fair idea about the duties and

responsibilities in any job.

7. HRD records :-

Records of every employee are maintained by HR department. The record contain

details about educational qualification, name of the job, number of years of experience,

duties handled, any mistakes committed in the past and actions taken, number of

promotions received, area of work, core competency area, etc. based on these records job

analysis can be done.

Job design

Definitions: -

Job design is the process of

a) Deciding the contents of the job.

b) Deciding methods to carry out the job.

c) Deciding the relationship which exists in the organization. Job analysis helps to

develop job design and job design matches the requirements of the job with the human

qualities required to do the job.

Methods of job design

There are various methods in which job design can be carried out. These methods

help to analysis the job, to design the contents of the and to decide how the job must be carried

out .these methods are as follows :- (5 marks each)

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I. Job rotation

II. Job enlargement

III. Job enrichment

I. Job Rotation :-

Job rotation involves shifting a person from one job to another, so that he is able

to understand and learn what each job involves. The company tracks his performance on

every job and decides whether he can perform the job in an ideal manner. Based on this he

is finally given a particular posting.

Job rotation is done to decide the final posting for the employee e.g. Mr. A is assigned to

the marketing department whole he learns all the jobs to be performed for marketing at his

level in the organization .after this he is shifted to the sales department and to the finance

department and so on. He is finally placed in the department in which he shows the best

performance

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II. Job enlargement :-

Job enlargement is another method of job design when any organization

wishes to adopt proper job design it can opt for job enlargement. Job enlargement

involves combining various activities at the same level in the organization and adding

them to the existing job. It increases the scope of the job. It is also called the horizontal

expansion of job activities.

Jon enlargement can be explained with the help of the following example - If

Mr. A is working as an executive with a company and is currently performing 3

activities on his job after job enlargement or through job enlargement we add 4 more

activities to the existing job so now Mr. A performs 7 activities on the job.

It must be noted that the new activities which have been added should belong

to the same hierarchy level in the organization. By job enlargement we provide a

greater variety of activities to the individual so that we are in a position to increase the

interest of the job and make maximum use of employee’s skill. Job enlargement is also

essential when policies like VRS are implemented in the company.

III. Job enrichment :-

Job enrichment is a term given by Fedric herzberg. According to him a

few motivators are added to a job to make it more rewarding, challenging and

interesting. According to herzberg the motivating factors enrich the job and

improve performance.

In other words we can say that job enrichment is a method of adding some

motivating factors to an existing job to make it more interesting. The motivating

factors can be

a) Giving more freedom.

b) Encouraging participation.

c) Giving employees the freedom to select the method of working.

d) Allowing employees to select the place at which they would like to work.

e) Allowing workers to select the tools that they require on the job.

f) Allowing workers to decide the layout of plant or office.

Job enrichment gives lot of freedom to the employee but at the same time increases

the responsibility. Some workers are power and responsibility hungry. Job

enrichment satisfies the needs of the employees.

Human resource planning/manpower planning

Def. of human resource planning :-

Human resource planning can be defined as the process of identifying the number of

people required by an organization in terms of quantity and quality. All human resource

management activities start with human resource planning. So we can say that human

resource planning is the principle/primary activity of human resource management.

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From human resource planning the organization identifies how many people it

has currently and how many people will be required in future. Based on this information

major human resource decisions are taken.

Process of HRP/MP//steps in HRP/MP

Human resource planning can be defined as the process of identifying the number of

people required by an organization in terms of quantity and quality. All human resource

management activities start with human resource planning. So we can say that human

resource planning is the principle/primary activity of human resource management.

1. Personnel requirement forecast :-

This is the very first step in HRP process. Here the HRP department finds out

department wise requirements of people for the company. The requirement consists of

number of people required as well as qualification they must posses.

2. Personnel supply forecast :-

In this step, HR department finds out how many people are actually available in

the departments of the company. The supply involves/includes number of people along

with their qualification.

3. Comparison:-

Based on the information collected in the 1st and 2

nd step, the HR department

makes a comparison and finds out the difference. Two possibilities arise from this

comparison

a. No difference :-

It is possible that personnel requirement = personnel supplied. In this

case there is no difference. Hence no change is required.

b. Yes, there is a difference :-

There may be difference between supply and requirement. The

difference may be

i. Personnel surplus

ii. Personnel shortage

4. Personnel surplus :-

When the supply of personnel is more than the requirement, we have personnel

surplus. We require 100 people, but have 125 people. That is we have a surplus of 25

people. Since extra employees increase expenditure of company the company must try to

remove excess staff by methods of

i. Layoff

ii. Termination

iii. VRS/CRS

5. Personnel shortage :-

When supply is less than the requirement, we have personnel shortage. We require

100 people; we have only 75 i.e. we are short of 25 people. In such case the HR

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department can adopt methods like Overtime, Recruitment, Sub-contracting to obtain new

employee

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Advantages of HRP/need/importance/role/benefits

Human resource planning can be defined as the process of identifying the number of

people required by an organization in terms of quantity and quality. All human resource

management activities start with human resource planning. So we can say that human resource

planning is the principle/primary activity of human resource management.

The process of HRP plays a very important role in the organization. The

importance of HRP can be explained as follows.

1. Anticipating future requirement :-

Thru this process of HRP, the company is able to find out how many people

will be required in future. Based on this requirement the company could take further

actions. This method also helps the company to identify the number of jobs which

will become vacant in the near future.

2. Recruitment and selection process :-

The recruitment and selection process is a very costly affair for a company.

Many companies spend lakhs of rupees on this process. Therefore recruitment and

selection must be carried out only if it is extremely necessary. HRP process helps to

identify whether recruitment and selection are necessary or not.

3. Placement of personnel :-

Since the HRP process is conducted for the entire organization, we can

identify the requirements for each and every department. Based on the requirement,

we can identify existing employees and place them on those jobs which are vacant.

4. Performance appraisal :-

HRP make performance appraisal more meaningful. Since feedback is provided

in performance appraisal and employee is informed about his future chances in same

company, the employee is motivated to work better. Information for all this is collected

from HRP process.

5. Promotion opportunity :-

HRP identifies vacancies in the entire organization including all the branches of

all the company. Therefore when the company implements promotion policy it can

undertake its activities in a very smooth manner.

Recruitment selection and induction

Define recruitment :-

Recruitment is a process of searching for prospective employees and stimulating

them to apply for jobs.

Objectives of recruitment

Recruitment fulfills the following objectives

1. It reviews the list of objectives of the company and tries to achieve them by

promoting the company in the minds of public.

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2. It forecasts how many people will be required in the company.

3. It enables the company to advertise itself and attract talented people.

4. It provides different opportunities to procure human resource.

Methods of recruitment/sources (10/5 marks)

Recruitment is a process of searching for prospective employees and stimulating

them to apply for jobs

Companies can adopt different methods of recruitment for selecting

people in the company. These methods are

1. Internal sources

2. External sources

The sources can be further explained with the help of following diagram

Sources of recruitment (manpower supply)

Internal source External sources

1. Promotion 1. Management consultant

2. Departmental exam 2. Employment agency

3. Transfer 3. Campus recruitment

4. Retirement 4. News paper advertisement

5. Internal advertisement 5. Internet advertisement

6. Employee recommendation 6. Walk in interview

Internal sources of recruitment :-

Internal sources of recruitment refer to obtaining people for job from inside the company.

There are different methods of internal recruitment

1. Promotion :-

Companies can give promotion to existing employees. This method of

recruitment saves a lot of time, money and efforts because the company does not have

to train the existing employee. Since the employee has already worked with the

company. He is familiar with the working culture and working style. It is a method of

encouraging efficient workers.

2. Departmental exam :-

This method is used by government departments to select employees for higher

level posts. The advertisement is put up on the notice board of the department. People

who are interested must send their application to the HR department and appear for the

exam. Successful candidates are given the higher level job. The method ensures proper

selection and impartiality.

3. Transfer :-

Many companies adopt transfer as a method of recruitment. The idea is to

select talented personnel from other branches of the company and transfer them to

branches where there is shortage of people.

4. Retirement :-

Many companies call back personnel who have already retired from the

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organization. This is a temporary measure. The method is beneficial because it gives a

sense of pride to the retired when he is called back and helps the organization to

reduce recruitment selection and training cost.

5. Internal advertisement :-

In this method vacancies in a particular branch are advertised in the notice

board. People who are interested are asked to apply for the job. The method helps in

obtaining people who are ready to shift to another branch of the same company and it is

also beneficial to people who want to shift to another branch.

6. Employee recommendation :-

In this method employees are asked to recommend people for jobs. Since the

employee is aware of the working conditions inside the company he will suggest

people who can adjust to the situation. The company is benefited because it will

obtain.

Advantages of internal recruitment

1. Internal methods are time saving.

2. No separate induction program is required.

3. The method increases loyalty and reduces labour turnover.

4. This method is less expensive.

Disadvantages of internal recruitment

1. There is no opportunity to get new talent in this method.

2. The method involves selecting people from those available in the company so there is

limited scope for selection.

3. There are chances of biased and partiality.

4. Chances of employee discontent are very high.

External methods/sources of recruitment

External sources of recruitment refer to methods of recruitment to obtain people from outside

the company. These methods are

1. Management consultant :-

Management consultant helps the company by providing them with managerial

personnel, when the company is on the look out for entry level management trainees

and middle level managers. They generally approach management consultants.

2. Employment agencies :-

Companies may give a contract to employment agencies that search, interview

and obtain the required number of people. The method can be used to obtain lower level

and middle level staff.

3. Campus recruitment :-

When companies are in search of fresh graduates or new talent they opt for

campus recruitment. Companies approach colleges, management, technical institutes,

make a presentation about the company and the job and invite applications. Interested

candidates who have applied are made to go through a series of selection test and

interview before final selection.

4. News paper advertisement :-

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This is one of the oldest and most popular methods of recruitment.

Advertisements for the job are given in leading news papers; the details of the job and

salary are also mentioned. Candidates are given a contact address where their

applications must be sent and are asked to send their applications within a specified

time limit. The method has maximum reach and most preferred among all other

methods of recruitment.

5. Internet advertisement :-

With increasing importance to internet, companies and candidates have started

using the internet as medium of advertisement and search for jobs. There are various

job sites like naukri.com and monster.com etc. candidates can also post their profiles

on these sites. This method is growing in popularity.

6. Walk in interview :-

Another method of recruitment which is gaining importance is the walk in

interview method. An advertisement about the location and time of walk in interview is

given in the news paper. Candidates require to directly appearing for the interview and

have to bring a copy of their C.V. with them. This method is very popular among B.P.O

and call centers.

Advantages of external recruitment

1. There is influx of new talent in the method.

2. The method encourages more and more competition.

3. There is lesser chance of partiality through this method.

4. If options like campus recruitment have been exercised we get a chance to employ

fresh graduates, thus increasing employment.

Disadvantages of external recruitment

1. The method is costly because it involves recruitment cost, selection, training

cost.

2. The method is time consuming.

3. The method reduces loyalty to the company.

Selection

Define selection :-

Selection can be defined as process of choosing the right person for the right job.

Process of selection :- (10 marks)

The process of selection is different in different companies; however a general

procedure of selection can be framed. This process of selection can be explained with the help

of following diagram

Process of selection

Job analysis

Advertisement

Application blank/form

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Written test

Interview

Medical examination

Initial job offer

Acceptance/rejection letter

Final offer/letter of appointment

Induction

1. Job analysis :-

The very first step in the selection procedure is the job analysis. The HR

department prepares the job description and specification for the jobs which are

vacant. This gives details for the jobs which are vacant. This gives details about the

name of the job, qualification, qualities required and work conditions etc.

2. Advertisement :-

Based on the information collected in step 1, the HR department prepares an

advertisement and publishes it in a leading news papers. The advertisement conveys

details about the last date for application, the address to which the application must be sent

etc.

3. Application blank/form :-

Application blank is the application form to be filled by the candidate when he

applies for a job in the company. The application blank collects information consisting of

4 parts- 1) Personal details 2) Educational details 3) Work experience 4) Family

background.

4. Written test :-

The application which have been received are screened by the HR department and

those applications which are incomplete are rejected. The other candidates are called for the

written test. Arrangement for the written test is looked after the HR department i.e. question

papers, answer papers, examination centers and hall tickets etc.

5. Interview :-

Candidates who have successfully cleared the test are called for an interview. The

entire responsibility for conducting the interview lies with the HR department i.e. they

look after the panel of interviewers, refreshments, informing candidates etc.

6. Medical examination :-

The candidates who have successfully cleared the interview are asked to take a

medical exam. This medical exam may be conducted by the organization itself (army). The

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organization may have a tie up with the hospital or the candidate may be asked to get a

certificate from his family doctor.

7. Initial job offer :-

Candidates who successfully clear the medical exam are given an initial job offer

by the company stating the details regarding salary, terms of employment, employment

bond if any etc. The candidate is given some time to think over the offer and to accept or

reject.

8. Acceptance/ rejection :-

Candidates who are happy with the offer send their acceptance within a specified time limit

to show that they are ready to work with the company.

9. Letter of appointment/final job offer :-

Candidates who send their acceptance are given the letter of appointment. The letter will

state the name of the job. The salary and other benefits, number of medical leaves and

casual leaves, details of employment bond if any etc. It will also state the date on

which the employee is required to start duty in the company.

10. Induction :-

On the date of joining the employee is introduced to the company and other

employees through am elaborate induction program.

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Training and Development

Define training/development/managerial/executive development program :- (2 marks concept)

Training is defined by Wayne Cascio as “training consists of planed programs

undertaken to improve employee knowledge, skills, attitude, and social behavior so that the

performance of the organization improves considerably.”

Training is normally viewed as a short process. It is applied to technical staff, lower,

middle, senior level management. When applied to lower and middle management staff it is

called as training and for senior level it is called managerial development program/executive

development program/development program.

Objectives/purpose/goals of training and development

Training is defined by Wayne Cascio as “training consists of planed programs

undertaken to improve employee knowledge, skills, attitude, and social behavior so that the

performance of the organization improves considerably.”

The purpose of training and development can be explained as follows.

1. Improving quality of work force :-

Training and development help companies to improve the quality of work

done by their employees. Training programs concentrate on specific areas. There by

improving the quality of work in that area.

2. Enhance employee growth :-

Every employee who takes development program becomes better at his job.

Training provides perfection and required practice, therefore employee’s area able to

develop them professionally.

3. Prevents obsolescence :-

Through training and development the employee is up to date with new

technology and the fear of being thrown out of the job is reduced.

4. Assisting new comer :-

Training and development programs greatly help new employees to get

accustomed to new methods of working, new technology, the work culture of the

company etc.

5. Bridging the gap between planning and implementation :-

Plans made by companies expect people to achieve certain targets within

certain time limit with certain quality for this employee performance has to be accurate

and perfect. Training helps in achieving accuracy and perfection.

6. Health and safety measures :-

Training and development program clearly identifies and teaches employees about

the different risk involved in their job, the different problems that can arise and how to

prevent such problems. This helps to improve the health and safety measures in the

company.

Methods of training operating personnel/factory workers (5 marks imp)

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Training is defined by Wayne Cascio as “training consists of planed programs undertaken to

improve employee knowledge, skills, attitude, and social behavior so that the performance of the

organization improves considerably.”

There are different methods of training for operating personnel (factory workers).

Training these workers becomes important because they handle equipment worth crores of

rupees. The different methods can be explained with the help of following diagram.

Methods of training operating personnel

On the job Apprenticeship Vestibule Job rotation Classroom

method method method method method

1. On the job training method :-

In this method workers who have to be trained are taken to the factory, divided into

groups and one superior is allotted to every group. This superior or supervisor first

demonstrates how the equipment must be handled, and then the worker is asked to repeat

whatever he has observed in the presence of the supervisor. This method makes it easy for

the employee to learn the details about specific equipment. Once the worker studies the first

equipment thoroughly the supervisor moves on to the next equipment and so on.

2. Apprenticeship training :-

In this method both theory and practical session are conducted. The employee is paid

a stipend until he completes training. The theory sessions give theoretical information about

the plant layout, the different machines, their parts and safety measures etc. The practical

sessions give practical training in handling the equipment. The apprentice may or may not be

continued on the job after training.

3. Vestibule training :-

In this method of training an atmosphere which is very similar to the real job

atmosphere is created. The surroundings, equipment, noise level will be similar to the real

situation. When an employee is trained under such conditions he gets an idea about what the

real job situation will be like. Similarly when he actually starts doing the job he will not feel

out of place. This method is used to train pilots and astronauts. In some places graphics are

also used to create the artificial surroundings. This method involves heavy investment.

4. Job rotation :-

In this method the person is transferred from one equipment to the other for a fixed

amount of time until he is comfortable with all the equipments. At the end of the training the

employee becomes comfortable with all the equipment. He is then assigned a specific task.

5. Classroom method :-

In this method the training is given in the classroom. Video, clippings, slides, charts,

diagrams and artificial modules etc are used to give training.

On the job method :-

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On the job method refers to training given to personnel inside the company. There are

different methods of on the job training.

1. Job rotation :-

This method enables the company to train managerial personnel in departmental

work. They are taught everything about the department. Starting from the lowest level

job in the department to the highest level job. This helps when the person takes over as

a manager and is required to check whether his juniors are doing the job properly or

not. Every minute detail is studied.

2. Planned progression :-

In this method juniors are assigned a certain job of their senior in addition to their

own job. The method allows the employee to slowly learn the job of his senior so that

when he is promoted to his senior job it becomes very easy for him to adjust to the new

situation. It also provides a chance to learn higher level jobs.

3. Coaching and counseling :-

Coaching refers to actually teaching a job to a junior. The senior person who is the

coach actually teaches his junior regarding how the work must be handled and how

decisions must be taken, the different techniques that can be used on the job, how to

handle pressure. There is active participation from the senior.

Counseling refers to advising the junior employee as and when he faces

problems. The counselor superior plays an advisory role and does not actively teach

employees.

4. Under study :-

In this method of training a junior is deputed to work under a senior. He takes

orders from the senior, observes the senior, attends meetings with him, learns about

decision making and handling of day to day problems. The method is used when the

senior is on the verge of retirement and the job will be taken over by the junior.

5. Junior board :-

In this method a group of junior level managers are identified and they work

together in a group called junior board. They function just like the board of directors.

They identify certain problem, they have to study the problem and provide suggestions.

Off the job training method :-

Off the job training refers to method of training given outside the company. The

different methods adopted here are

1. Classroom method :-

The classroom method is used when a group of managers have to be trained in

theoretical aspects. The training involves using lectures, audio visuals, case study, role

play method, group discussions etc. The method is interactive and provides very good

results.

2. Simulation :-

Simulation involves creating atmosphere which is very similar to the original

work environment. The method helps to train manager handling stress, taking immediate

decisions, handling pressure on the jobs etc. An actual feel of the real job environment is

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given here.

3. Business games

This method involves providing a market situation to the trainee manager and

asking him to provide solutions. If there are many people to be trained they can be

divided into groups and each group becomes a separate team and play against each other.

4. Committee :-

A committee refers to a group of people who are officially appointed to look

into a problem and provide solution. Trainee managers are put in the committee to

identify how they study a problem and what they learn from it.

5. Conference :-

Conferences are conducted by various companies to have elaborate

discussions on specific topics. The company which organizes the conference invites

trainee manager and calls for experts in different fields to give presentation or lecture.

The trainee manager can ask their doubts to these experts and understand how

problems can be solved on the job.

6. Readings :-

This method involves encouraging the trainee manager to increase his reading

related to his subject and then ask him to make a presentation on what he has learned.

Information can be collected by trainee manager from books, magazines and internet etc.

7. In basket training :-

In this method the training is given to the manager to handle files coming in and

to finish his work and take decisions within a specified time limit. The trainee manager is

taught how to prioritize his work, the activities which are important for his job and how to

take decisions within limited time limit.

Training procedure/process of training :-

Training is defined by Wayne Cascio as “training consists of planed programs undertaken to

improve employee knowledge, skills, attitude, and social behavior so that the performance of

the organization improves considerably.”

Every company has a specific training procedure, depending upon its requirements. A

general training procedure is explained below along with diagram

Process/procedure of training

Determining training need of employee

Select a target group for training

Preparing trainers

Developing training packages

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Presentation

Performance

Follow up

1. Determining training needs of employee :-

In the very 1st step of training procedure, the HR department, identifies the number of

people required training, specific area in which they need training, the age group of

employee, the level in organization etc. in some cases the employee may be totally new to the

organization. Here the general introduction training is required. Some employees may have

problems in specific areas; here the training must be specific. This entire information is

collected by HR department.

2. Selecting target group :-

Based on information collected in step 1 the HR department divides employee into

groups based on the following.

Age group

i. The area of training

ii. Level in the organization

iii. The intensity of training etc.

3. Preparing trainers :-

Once the employees have been divided into groups, the HR department arranges for

trainers. Trainers can be in house trainers or specialized trainers from outside. The trainers

are given details by HR department, like number of people in group, their age, their level in

organization, the result desired at the end of training, the area of training, the number of days

of training, the training budget, facilities available etc.

4. Preparing training packages :-

Based on the information provided by trainers, he prepares entire training schedule

i.e. number of days, number of sessions each day, topics to be handled each day, depth of

which the subject should be covered, the methodology for each session, the test to be given

foe each session, handout/printed material to be given in each session.

5. Presentation :-

On the first day of training program the trainer introduces himself and specifies the

need and objective of the program and then actually stars the program. The performance of

each employee is tracked by the trained and necessary feedback is provided.

6. Performance :-

At the end of training program the participants reports back to their office or branches.

They prepare report on the entire training program and what they have learned. They

the start using whatever they have learned during their training. Their progress and

performance is constantly tracked and suitable incentives are given if the participant is

able to use whatever he has learned in training.

7. Follow up :-

Based on the em0ployee performance, after training, the HR department is able to identify

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what is exactly wrong with training program and suitable correction is made.

Evaluation of training program

Training is defined by Wayne Cascio as “training consists of planed programs

undertaken to improve employee knowledge, skills, attitude, and social behavior so that the

performance of the organization improves considerably.”

Effectiveness of training programs are constantly evaluated by the company to find if

the money, they have invested has been spend properly or not. Training programs can be

evaluated by asking following questions.

a) Has change occurred after training?

b) Is the change due to training?

c) Is the change positive or negative?

d) Will the change continue with every training program?

A training program should give following resulting changes.

1. Reaction :-

Reaction refers to attitude of employee about the training, whether the employee

considers training to be +ve or –ve one. If reaction are +ve then people have accepted the

program and changes will be possible.

2. Learning :-

Another method of judging effectiveness is to identify levels of learning i.e. how

much the people have learnt during the training. This can be found out by trainers mark

sheet, the report submitted by the employee, and actual performance.

3. Behavior :-

The HR department needs to understand behavior of the employees, to

understand the effectiveness of training. The behavioral change can be seen in how the

person interacts with juniors, peer groups and seniors. They mark change in behavior

and inform the HR department of the success of training program.

4. Result :-

Results provided by employee in monetary terms also determines effectiveness of

training program i.e. employee success in handling the project, the group performance

before and after training etc.

5. Effectiveness of training program must lead to

i. Increase in efficiency of worker

ii. Reduction in labour turnover

iii. Increase in discipline

iv. Reduction in wastage and therefore cost of production

v. Proper care of tools and equipments

vi. Employee development in career terms

vii. Overall efficiency in the company

Performance appraisal

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Definition :-

Performance appraisal is defined “the systematic description of

employee’s job relevant, strength, weakness.

Performance appraisal may be conducted once in every 6 months or once

in a year. The basic idea of the appraisal is to evaluate the performance of the

employee, giving him a feed back. Identify areas where improvement is required

so that training can be provided. Give incentives and bonus to encourage

employees etc.

Method of performance appraisal

Performance appraisal is defined by Wayne Cascio as “the systematic

description of employee’s job relevant, strength, weakness.

Companies use different methods of appraisal for identifying and

appraising the skills and qualities of their employees. The different methods used

can be explained with the help of following diagram.

Methods of performance appraisal

Traditional method Modern method

1. Check list method 1. Role analysis

2. Confidential report 2. Assessment centers

3. Critical incident method 3. management by objective

4. Ranking method 4. Behavioral anchored rating scale

5. Graphic rating scale 5. Psychological testing

6. Narrated essay 6. Human resource accounting

7. 360* Appraisal

Traditional method

Traditional method of performance appraisal has been used by

companies for very long time. A common feature of these methods is they are

all relatively simple and involve appraisal by one senior.

1. Check list method :-

In this method the senior, the boss is given a list of questions about the junior. These

questions are followed by check boxes. The superior has to put a tick mark in any one of the

boxes

This method can be explained with the following eg.

Does the employee have leadership qualities? Y N

Is the employee capable of group efforts? Y N

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2. Confidential report

This method is very popular in government departments to appraise IAS officers and

other high level officials. In this method the senior or the boss writes a report about the

junior giving him details about the performance about the employee. The +ve and – ve

traits, responsibilities handled on the job and recommendations for future incentives or

promotions. The report is kept highly confidential and access to the report is limited.

3. Critical incident method

In this method critical or important incidents which have taken place on this job

are noted down along with employee’s behavior and reaction in all these situations. Both

+ve and –ve incidents are mentioned. This is followed by an analysis of the person, his

abilities and talent, recommendations for the future incentives and promotions.

4. Ranking method :-

In this method ranks are given to employees based on their performance. There are

different methods of ranking employees.

Simple ranking method

Alternate ranking method

Paired comparison method

i. Simple ranking method :-

Simple ranking method refers to ranks in serial order from the best

employee eg. If we have to rank 10 best employees we start with the first best

employee and give him the first rank this is followed by the 2nd

best and so on

until all 10 have been given ranks.

ii. Alternate ranking :-

In this method the serial alternates between the best and the worst

employee. The best employee is given rank 1 and then we move to the worst

employee and give him rank 10 again to 2nd

best employee and give him rank 2

and so on.

iii. Paired comparison :-

In this method each and every person is the group, department or team

is compared with every other person in the team/group/department. The

comparison is made on certain criteria and finally ranks are given. This method

is superior because it compares each and every person on certain qualities and

provides a ranking on that basis.

5. Graphic rating scale :-

Graphic rating scale refers to using specific factors to appraise people. The

entire appraisal is presented in the form of a chart. The chart contains certain columns

which indicate qualities which are being appraised and other columns which specify

the rank to be given.

Eg. Employee A

Quality of work Quantity of work Intelligence

Excellent

Very good

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good

satisfactory

poor

The senior has to put a tick mark for a particular quality along with the ranking. Such charts

are prepared for every employee. According to the department in which they work. Sometimes

the qualities which are judged may change depending upon the department.

6. Narrated essay :-

In this method the senior or the boss is supposed to write a narrative essay

describing the qualities of his junior. He may describe the employees strength and

weakness, analytical abilities etc. the narrative essay ends with a recommendation for

future promotion or for future incentives.

Modern methods

Modern methods of appraisal are being increasingly used by companies. Now days one

of the striving feature that appraisal involves is, the opinion of many people about the

employee and in some cases psychological test are used to analyze the ability of employee.

These methods are as follows

1. Role analysis :-

In this method of appraisal the person who is being apprised is called the focal

point and the members of his group who are appraising him are called role set members.

These role set members identify key result areas (KRA ) (areas where you want

improvement are called KRA) which have to be achieved by the employee. The KRA

and their improvement will determine the amount of incentives and benefits which the

employee will receive in future. The appraisal depends upon what role set members

have to say about the employee.

2. Assessment centers :-

Assessment centers (AC) are places where the employee’s are assessed on

certain qualities talents and skills which they possess. This method is used for selection

as well as for appraisal. The people who attend assessment centers are given

management games, psychological test, puzzles, questioners about different

management related situations etc. based on their performance in these test an games

appraisal is done.

3. Management by objective :-

This method was given by Petter Druckard in 1974. It was intended to be a

method of group decision making. It can be use for performance appraisal also. In this

method all members of the of the department starting from the lowest level employee to

the highest level employee together discus, fix target goals to be achieved, plan for

achieving these goals and work together to achieve them. The seniors in the department

get an opportunity to observe their junior- group efforts, communication skills,

knowledge levels, interest levels etc. based on this appraisal is done.

4. Behavioral anchored rating scale :-

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In this method the appraisal is done to test the attitude of the employee towards

his job. Normally people with +ve approach or attitude view and perform their job

differently as compared to people with a –ve approach.

5. Psychological testing :-

In this method clinically approved psychological test are conducted to

identify and appraise the employee. A feedback is given to the employee and areas of

improvement are identified.

6. Human resource audit/accounting :-

In this method the expenditure on the employee is compared with the income

received due to the efforts of the employee. A comparison is made to find out the utility

of the employee to the organization. The appraisal informs the employee about his

contribution to the company and what is expected in future.

7. 360* appraisal :-

In this method of appraisal and all round approach is adopted. Feedback about the

employee is taken from the employee himself, his superiors, his juniors, his colleagues,

customers he deals with, financial institutions and other people he deals with etc. Based

on all these observations an appraisal is made and feedback is given. This is one of the

most popular methods.

Process of performance appraisal

Performance appraisal is defined by Wayne Cascio as “the systematic description of

employee’s job relevant, strength, weakness.

Process of performance appraisal followed by different companies is different. A general

procedure is explained below with the help of a diagram.

Process of performance appraisal

Setting performance standards

Communicating standards set to the employee

Measuring performance

Comparing performance with standard

Discussing result

Collective action

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Implementation and review

1. Setting performance standards :-

In this very first step in performance appraisal the HR department decides the

standards of performance i.e. they decide what exactly is expected from the employee for

each and every job. Sometimes certain marking scheme may be adopted eg. A score 90/100 =

excellent performance, a score os 80/100 = good. And so on.

2. Communication standard set to the employee :-

Standards of performance appraisal decided in 1st step are now conveyed to the

employee so that the employee will know what is expected from him and will be able to

improve his performance.

3. Measuring performance :-

The performance of the employee is now measure by the HR department, different

methods can be used to measure performance i.e. traditional and modern method. The

method used depends upon the company’s convenience.

4. Comparing performance with standard :-

The performance of the employee is now judged against the standard. To

understand the score achieved by him. Accordingly we come to know which category of

performance the employee falls into i.e. excellent, very good, good, satisfactory etc.

5. Discussing result :-

The results obtained by the employee after performance appraisal are informed

or conveyed to him by the HR department. A feedback is given to the employee asking

him to change certain aspects of his performance and improve them.

6. Collective action :-

The employee is given a chance or opportunity to improve himself in the areas

specified by the HR department. The HR department constantly receives or keeps a check

on the employee’s performance and notes down improvements in performance.

7. Implementation and review :-

The performance appraisal policy is to be implemented on a regular basis. A

review must be done from time to time to check whether any change in policy is

required. Necessary changes are made from time to time.