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Q.1.Write a detailed note on competency mapping system and its components.
Competency Mapping (Skills Inventory)
A competency mapping evaluates all aspects of the person with respect to the job role to beperformed by the person. It evaluates knowledge, skills, attitude, reflection of attitude that is
behavior and possibly values where as skill mapping is restricted to just that skill. We are
using the terms here interchangeably only so that some companies would like to start with
skill and then increase the scope to evaluate the entire set of competencies. But in true life
these cannot be interchangeably used as their scope varies.
A competency mapping exercise results in a report which contains information on
knowledge, skills, abilities, and experiences of current employees. It aims to identify the
skills an employee has demonstrated or has not demonstrated. If the job role requires the
employee to demonstrate skills which the employee has not demonstrated, then that becomes
a development area for the employee. Skills can be developed through paid and unpaid work
experiences, volunteerism, hobbies, work experiences, and through everyday experience in
life. A skills inventory report shows an employee which skills he or she possesses and at what
proficiency level.
Example
An employee Rahul thinks he possesses the same level of skills as Vijay. He also believes his
compensation of INR 3 lakhs per annum is far lower than Vijays compensation of INR 6
lakhs per annum. Therefore Rahul feels that he is being unfairly compensated by the
company and starts looking out for another job.
But if the company had done a competency mapping exercise or skills inventory exercise,
Rahul would have know that he possesses only 4 of the 10 critical competencies and is at
proficiency level 2 whereas Vijay possesses 8 of the 10 critical competencies and is at
proficiency level 4. Then if Rahul is objective, he would start focusing on enhancing hiscompetencies to Vijays level and beyond so that he could get the same level or higher level of
compensation, designation and recognition. He would not focus on looking out. This makes
Rahul realize that it is not the company which is being unfair to him, but his own limitations
that are restraining him from getting higher compensation, growth and recognition. His focus
then becomes building competencies rather than looking out for jobs.
Competency Mapping System
The four essential components of competency mapping system are:
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Classification system
Measurement unit
Process of measurement
Accessible Data, Information and Knowledge
Classification System
For any meaningful competency mapping or skills inventory management program, a clear,
well defined and detailed system of classification is important to have in place. Without a
clear classification system, any inventory management program will tend to fail. Competency
mapping or skills inventory cannot be assigned numbers as easily as numbers are assigned to
any physical products. A soft skill is particularly hard to define and therefore it is important
that a good classification system is in place, so that everyone is referring to the same
behaviors, skills and level of the competency. When it comes to creating the grading system
for building a skills inventory, the problem often arises from a lack of standardized
definitions for skills. There are no defined standards acceptable worldwide. Internally in the
organization we dont want a comparison between apples and oranges. We want a fair
comparison and hence a good classification system is essential.
If the skills are defined earlier by the HR team leading the competency mapping or skill
inventory exercise then the managers do not have to repeat the time consuming process of
defining skills. They focus on evaluation of the skills critical for the success of the
organization. They focus on identifying the high performing employees to participate in a
skills inventory initiative and decide which skills are important to the organizations success.
An objective system is important. An established list of predefined skills and an agreed-upon
set of rules by which to measure them enable competency mapping or skills inventory.
Initially an organization should focus on a few critical skills. As the ability of the
organization to map competencies or skills improves, in the future additional skills can beinventoried and managed. As a foundation for establishing a skills program, many
organizations begin by agreeing on the main objectives and identifying the skills that most
closely impact these goals. An objective skills classification system frees decision-makers to
focus on the exact skills and organizations objectives, and hence helps to fairly establish the
parameters for a successful initiative.
Measurement unit
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While companies have some difficulty tracking their inventory of office supplies or other
physical resources which can be measured by number of units, weight, or volume calculating
employee competencies or skills is a different matter.
Organization A & B have 4 customer service executives and 1 customer service managerrespectively. Refer Table 5.4 and analyze if the team and individuals are equal in terms of
competencies? Of course, they are not at all equal in terms of their competencies.
Table : Measurement Unit
Many organizations can rely on subjective forms of assessments for the answer. For example,
employees are asked to self-asses their own skills. Self-assessment is a subjective form of
evaluation. Self-assessments are inaccurate, with inexperienced employees overrating their
skills or experts underrating their ability. Personal verification is subject to individual
influence and may not be a question of a manager being just, but more influenced by
familiarity with certain employees. How do you measure an employees level of skill? Cleardefinitions help managers identify employees level of skill or skills. A well planned
measurement system enables decision-makers to rely on objective data and they are not
forced to rely largely on unreliable, subjective skills data. Online skills measurement tools are
now available and give managers the unit of measure they require to account for skills levels
on a regular basis. Unlike subjective measures, these metrics will not differ from one
department to another. The whole system is evaluated, delivered, and reported online.
The objective measurement system calculates changes in skills levels over a period of time.
That is, with a constant and well detailed unit of measure to track skills, employees and
managers may document skills improvement. The management and managers should track
skills inventories, identify shortfalls (skills gaps) and surpluses (skills strengths). They should
also differentiate between the skills levels of different employees, information that is vital to
meeting the demands of each client or project.
A constant unit of measure enables decision makers i.e. managers to analyze skill levels
within the organization.
Process of Measurement
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The requirement for an easily-administered measurement procedure is probably the most
neglected need of a skills inventory plan. An organizations ability to evaluate skills on a
regular basis and arrive at a suitable measurement can determine program success. How can
organizations develop a practical skills measurement system one that can be continued to be
used long after implementation?
Ease of use and meaningful feedback are important characteristics of an effective
measurement system.
While the organization may not have to re-measure or re-evaluate its skills inventory with the
same frequency as it tracks other items, repeat measurement is essential. Without the ability
to deliver repeat evaluation, a skills inventory management initiative becomes nothing more
but a one-time employee test, with unstable data that cannot track changes in an organizations
supply of skills. Many organizations have made unsuccessful attempts at tracking skills in the
past, and often they still apply the same wrong strategies till today. Employees can be asked
to complete and submit self-rating forms, or they can be asked to take a test associated with a
career milestone such as a training event or a periodic review. Unfortunately, the results of
such assessments often disappear into a records system without re-emerging as actionable
information for the organization or for the employee. As results fail to show action, the
usefulness of this initiative is compromised, and participation declines.
The secret for a successful skills inventory management lies in the ability to automate testadministration and provide quick, actionable feedback. Through an online testing system,
employees can take a skill evaluation in their own time without the requirement for
supervision. Results are calculated and delivered immediately. The online system addresses
two issues which have negatively impacted skills inventory management efforts:
Ease of Testing
It makes it easy for the employees to undertake the skills assessment at their own time and
when they are ready. It also allows repeat testing 3 months later or at some point in the future.Online tests ask questions from a questions bank, so different questions are presented to the
employee.
Fast, Meaningful Feedback
An effective online skills inventory management provides quick or immediate feedback.
Armed with this knowledge managers constitute a team with complementary skill sets. It also
enables to send the employee to the right training programs or take good performance-related
decisions. Performance evaluation in most organizations is not objective and tends to remain
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subjective. For employees, the quick feedback stimulates self improvement and is provided at
the time when motivation for improvement is strongest immediately after an evaluation.
A repeatable evaluation system enables employees and managers to track skills improvement
over a period of time.
Accessible Data, Information and Knowledge
The success of any inventory management initiative is based on its ability to deliver constant,
actionable results. Skills inventory management is also no exception. The immediate
accessibility of objective metrics helps managers to take action such as what training an
employee needs, provide assignments that leverage existing skills and provide assignments
that develop skills that need to be improved (such assignments require the employee to be
mentored) and identifying the right employees to be part of project teams.
With an online skills inventory management system, exact and relevant data is just easily
accessible. No one needs to manage large amounts of data. If a manager is to manage large
amounts of data, his/her initiative in the exercise declines. But if the data is automatically
managed by the online system, then his/her inclination is not dented. Using the data and
information, managers gain more knowledge about their team members competencies. Over a
sustained period of knowledge of the proficiency levels of different skills, help managers take
wise decisions and enable them to demonstrate greater wisdom in decision making. The need
for skills inventory management is the highest today in the post recessionary period.
Motivating Employees
Motivating and educating employees about the advantages of the Competency mapping
system is important. It is not only the job of the HR department, but also the management, to
motivate them constantly. Today skills are the only currency that carries a lot of value in the
present knowledge-driven economy. An employees value is determined by the depth of skills
he possesses. Any procedure that enhances skills becomes important to the employee as well
as to the organization. This is the basic assumption in educating employees about working
towards enhancing their skills.
For an organization, building a skills inventory has many advantages from improving
operational efficiency and productivity to competitive advantage in the marketplace. It
creates a learning environment and is a great internal employee building strategy that an
organization is able to retain employees as well as successfully attract new employees.
Q.2 Explain demand forecasting techniques.
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Demand Forecasting
Demand forecasting is a process of evaluating the quality and quantity (number) of
employees a firm or organization requires to meet its future needs. A forecast could be a
long-term or a short-term plan depending on the activity levels for each function anddepartments. There are several internal and external factors to be considered in demand
forecasting.
Internal factors include budget constraints, production levels, new products and services.
External factors include competition from other firms; it could be from the domestic or
international firms, economic value, changes in technology etc.
A few good reasons to conduct demand forecasting are:
Determine the jobs necessary for offering services.
Determine the staff required for future needs.
Determine the correct staffing levels in different parts of the firm or organization.
Determine the shortage of employees when and where they are needed the most.
Demand Forecasting Techniques
Forecasting is an expensive way to help a company plan and prepare for the future years.
Forecasting is not fortune telling; it is but an educated guess of how much manpower will be
required and utilized by a firm or organization. It is a tool used to help in budgeting and
allocating finances or hiring employees as perfectly as possible. One of the important features
of forecasting is the quality of manpower resources (knowledge, skill, values and
competency, capacity etc) as well as the quantity of manpower resources.
There is no right way of forecasting, but there are many different types of forecasting
methods. Each one is specifically planned and designed to help different retail organization
and it is up to each of them to choose the model which is best and most appropriate for them.
Manpower planning is done based on the manpower forecasts. The common manpower
forecasting techniques are:
Expert Forecasts
This is a group forecasting method in which experts present their independently developed
forecasts to the group. However, the experts do not meet each other. The group keeps refiningtheir forecasts until a group consensus is reached. This is called as the Delphi technique. In
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this method managers estimate future manpower requirements based on their experience and
judgment.
Trend Analysis
This technique requires studying the past data of an organization. Based on the past forecast,
utilization and requirement actually experienced in the business, the future forecast is made.
For example, if an organization had 12 secretaries in the firm and this number were
increasing by 1 secretary every year for the last 4 years. Then the trend analysis would
forecast a requirement of 13 secretaries for the following year. That is one additional
secretary for the year.
Past data is used to make future predictions. Known or Independent variables are used for
predicting unknown or dependent variables, using the trend equation called Predictiveanalysis. Based on trend equation, we find Line of Best Fit and then it is projected in a scatter
diagram, dividing points equally on both sides.
The time series analysis has three goals: forecasting (also called predicting), modeling, and
characterization. The logical order in which to tackle these three goals depends on the key
objective. The idea of deciding the order is to ensure that one task leads to another and /or
justifies the other tasks. Sometimes the objective is getting better forecasts. Then the order is
forecasting, modeling and characterization. Sometimes the objective is to understand and
explain what is going on. Then modeling is the key, though out-of-sample forecasting may be
used to test any model. Often modeling and forecasting proceed in an iterative way and there
is no 'logical order' in the broader sense. You may model to get forecasts, which enable better
control, but iteration is again likely to be present.
The trend equation is:
Y^ = a + bX + E
Y^ = Estimated value of Y
a = Constant or Intercept
b = slope of trend line
X = independent variable
E = Error term
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Explained variation - means the extent to which the independent variable explains the relative
change in the dependent variable. Higher the explained variation, lower the error value
leading to accurate forecast.
R2 = Explained Variation
1- R2 = Unexplained Variation
Fig. Trend Analysis Line of Best Fit
This process may be followed at the organization level as a whole or for parts of the
organization based on department, location etc. Doing this at a granular with assumptions
being documented and shared with the approving authority increases the forecast accuracy.
The drawback is that you follow practices that you followed in the past. If the organization is
experiencing the same rate of growth then this may work. But for extraordinary
circumstances either good or bad for the organization, the trend analysis forecasting method
often fails. Also this may build in turn the organization teeth to tail ratio unfavorable for
making profits or enhancing profits. Teeth are the no. of employees who are directly into
revenue earning jobs. E.g.: production employees, operations employees and sales staff. Tail
is the no. of employees who are enabling the employees involved in directly revenue earning
jobs. E.g.: secretaries, finance, administration & human resources.
Work Study Technique
It is a technique that can be used when it is possible to apply work measurements to know
how long operations should take and the amount of labor required. It is calculated in two
ways.
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Work-Load Analysis
Work-Force Analysis
I) Work-Load Analysis
One more method of forecasting is by evaluating the work load in a department or job role.
This then enables deciding the no. of employees required for doing the job. This depends on
the nature of the work load in a branch, department, or a division in a firm or organization.
Example:
In BPOs, if an agent can handle 18 calls in a day of about 25 minute duration. If 2 lakh calls
are received in a month, then the workload is evaluated on a per day basis. Calls receivable
per hour are plotted. Then the no. of employees required to service those number of calls is
calculated. Also the service level is considered. Some clients do not want to keep their
customers on hold for more than 1 minute, in such cases the service level may be taken as
100%. This requires for staffing additionally such that the customers are not on hold for more
than 1 minute. Staffing is decided to ensure per hour manpower adequacy to support the
service level required by the client. The client understands the cost involved and is willing to
pay for a higher service level. Based on all the above inputs the workload evaluation
technique allows forecasting manpower demand.
II) Work-Force Analysis
In workforce analysis a sufficient margin for absenteeism, labor turnover and idle time on the
basis of past experience is made. This allows for completing the total job at hand undertaken
by an organization despite the challenges of labor turnover or absenteeism. The organization
needs to make reasonable prediction of labor turnover or absenteeism. However, if the actual
labor turnover or absenteeism exceeds the predicted value, then it puts the business under
loss. This could mean the profits of the company reducing or the company experiencing a
loss. As we all know that a business organization with high overheads cannot sustain lossesfor more than a certain number of weeks or months depending on the business. This would
mean many people go jobless if the company happens to shut down. Therefore the workforce
analysis has to be done with caution and by an experienced person with data validated for the
past periods. Also the forecasting person, needs to be able to keep in mind any seasonal
variations and special events that are likely to occur for the predicted period. Demand
forecasting is a very responsible job. The entire organizations future depends on this. The
organization leaders get involved to ensure that the demand forecasts are realistic and there is
a reasonable buffer built in, so as to be able to sustain any deviations without a severecompromise in profitability or credibility with the client.
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Managerial Judgment Technique
This is a simple technique. In this the managers of different departments sit together, discuss
and arrive at conclusions as to the number employees required for future operations based on
their past experiences. This technique involves a top-down or bottom-up approach.
In top-down approach the managers prepare departmental forecasts. These are viewed by
department heads and a decision is taken.
In bottom-up approach the managers submit their departmental proposals to top managers
who arrive at forecast.
Neither of these forecasts is accurate but both when combined could achieve effective results.
This technique is used in smaller retail organizations or where there is not enough data
available.
Q.3 What are the inputs provided by HR for Manpower planning .
Inputs Provided by HR for Manpower Planning
Some of the relevant inputs provided by HR for manpower planning are:
Specific business goals of the organization drawn from the vision and mission statement for
the period for which manpower planning is to be done.
The controllable variables such as the productivity data, productivity incentives, cost of
training and cost of benching (if any). Benching here refers to a state of having excess staff,
mostly as a result of preparation for anticipated business requirements and occasionally as a
result of business process reengineering or some reduction in planned business.
Which departments will grow and by what percentage?
Which are the new confirmed clients likely to be added or withdrawing during the course ofthe year?
Which are the unconfirmed clients likely to be added or withdrawing the business during the
course of the year?
The uncontrollable variables modifying the scenario for the year under consideration
(PESTLE). PESTLE stands for Political, Economic, Social, Technological, Legal and
Environmental Scenario.
The maturity level of the organization in terms of people capability between 1-5 wherein:
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- level 1 is Initial (inconsistent management)
- level 2 is Managed (people management)
- level 3 is Defined (competency management)
- level 4 is Predictable (capability management)
- level 5 is Optimizing (change management)
The changed organization structure at a high level in terms of the business verticals and the
support horizontals if any.
Apart from providing inputs for the orientation program, the HR function provides the
requisite inputs in each of the 5 steps of manpower planning.
Table : inputs provided by HR
Therefore it is safe to say that HR plays an important role in the manpower planning process.
Human resource management is the strategic and coherent approach to the management of an
organization's most valued assets - the people working there who individually and
collectively contribute to the achievement of the objectives of the business according to
Michael Armstrong. Human resource management (HRM) means employing people,
developing their capacities, utilizing, maintaining and compensating their services in tune
with the job and organizational requirements.
Rewards & Recognition
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Employee reward systems refer to programs set up by an organization to reward performance
and motivate employees at individual or group level. Reward is normally considered separate
from salary but could be monetary in nature or in kind. Employee recognition programs are
often combined with reward programs but they have a different purpose. Recognition is more
of a psychological benefit offered to the deserving employee.
Best practice # 1:
Companies provision for a budget to reward and recognize employees. A member of the HR
team ensures they seek from each department the list of nominees for the rewards. The
detailed performance report and contribution is studied of the nominees by a selected panel.
The panel decides which of the nominees are deserving of the rewards and recognition. This
process is conducted monthly, quarterly, half-yearly and annually. The rewards categories are
pre-decided and a rewards and recognition event is held. Employees are rewarded and
recognized and positive energy is created.
Performance Feedback
Performance feedback enables employees to know how close they are performing to the
expected performance levels or how far they are from the expected performance levels.
Specific instances of lack of knowledge, skill or behavior are noted. These instances if they
are recurring in nature particularly, then they are shared with the employee. This is done from
an improvement perspective and not to threaten or victimize employees. This allows
employees to understand that they need to work upon improving their knowledge, skill or
behavior.
Organizations share performance feedback with employees at a regular frequency. In some
organizations it is shared fortnightly, monthly, quarterly, half-yearly.
Employee performance feedback is collected from peers, colleagues, seniors, subordinates,
clients and the management.
Best practice # 2:
In some organizations the importance given to performance evaluation and performance
feedback is not really high. It is an activity that just needs to be completed somehow. Then
there are other organizations which give performance evaluation and performance feedback
the highest importance.
Not only is it important to complete the process, the leaders ensure that the process is
completed for all employees as per the frequency decided. Leaders also ensure that theperformance evaluation and feedback is objective. Leaders review the feedback forms and the
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feedback comments. Leaders sit in the performance feedback meetings to ensure appropriate
feedback is communicated in a positive manner to promote improvements.
Performance Appraisals
According to Edwin B. Flippo, a prominent personality in the field of Human resources,
"performance appraisal is the systematic, periodic and an impartial rating of an employees
excellence in the matters pertaining to his present job and his potential for a better job."
Performance appraisal is a systematic way of reviewing and assessing the performance of an
employee during a given period of time and planning for his future.
Performance appraisal is a powerful tool to regulate, improve and reward the performance
employees. Performance appraisal helps evaluate individual achievements and contribution to
achieve overall organizational goals.
Employee evaluation is done in every organization. It is a good practice that links individual
employee performance to their goals and to the objectives of the organization. This system
works well when achievements are traced on a quarterly basis. For an honest review of each
and every employee, the evaluation should also be done not only by the supervisor but by
another employee at a higher level to whom the employees contribution is essential. Ratings
can also be taken from other employees. This ensures an honest and precise rating of each
and every employee. In the corporate world, it is often said, perception is reality. Therefore
ensure the perception that you allow others to create of you and your performance is
excellent.
Example: An employee was given feedback at the end of 6 months that his performance was
poor for 3 months out of the last 6 months and needs improvement for 3 months out of the
last 6 months. Hence the employee was asked to put in his papers and leave the organization.
The employee was very young and shocked to realize one fine day the manager asking him to
leave the organization. He said to the manager, I wish you had given me my feedback
monthly and made me understand, the importance of getting a good performance rating. Hesaid he had been casual about his work, but did not expect this. He said he did not know what
to go back and tell his parents, about why he would stop going to work from the next day. He
requested the manager to ensure feedback was given at a higher frequency and clearly the
repercussions of poor performance were spelled out so that no other employee would have to
go through the depressing phase of life that he would be now undergoing, post submitting his
resignation. At least, if they did end up being asked to leave, it would not be a surprise, but a
natural progression as the individual would have put in very little effort to improve. He or she
would have found an alternative job and not suffer a loss of face with parents who had high
hopes on him to pull the entire family out of their woeful condition.
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Best practice # 3:
Performance appraisals need to be objective. Objectivity comes in primarily from linking the
personality of the person to his/her performance. If the personal traits of the employee score
better than the performance, then there is a challenge. Usually the personal traits driveperformance. Some organizations believe that personal traits should be scored equal to
performance. Higher personal traits score and lower performance scores encourages
employees to sustain in the organization without demonstrating performance.
Knowledge Sharing
Sharing your knowledge and experiences is a wonderful way of improving the employees and
their work. Keeping all the important information in a central database that can be easily
accessed by each and every employee is a method of knowledge sharing. For example, if anemployee is sent for a particular training, the knowledge that is acquired by that employee
can be saved in these databases for future use and others to learn from it. Innovative ideas
that management feels is essential for employees, can be saved here for all the employees.
Best practice # 4:
Organizations encourage the culture of sharing and knowledge management. Many
organizations have set up processes and dedicated teams in an organization for knowledge
management. Higher knowledge leads to higher performance. According to knowledgemanagement research, even after employees put in a huge effort to share their knowledge,
they can only share 5% of their total knowledge in their life time. But this 5% of knowledge
sharing is instrumental in helping organizations minimize costs, rework, enhance customer
satisfaction and innovate.
Publicize Good Performances of Employees
Each and every organization has some employees who perform better than the others. Such
performances need to be recognized in meetings or displayed on notice boards and posted onthe intranet. This motivates the high performing employee and also motivates other
employees to give their best performance. A good system would be to recognize high
performers at specific times in a year.
While recognition of talent is highly important, this recognition has to be made public and
what better way than holding ceremonies and announcing to the whole world (the
employees), the achievements of a fellow employee. There can be nothing better for an
employee than the heady feeling from a resounding applause.
Best practice # 5:
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Many companies publish the star of the month employees. Such employees are recognized in
public. Remember recognize in public and not in private. Reprimand in private and not in
public. There is no point recognizing individuals in private, it is as good as not recognizing
the performance of the individual. Organizations actually hold a major celebration or event to
recognize the stars of the month or quarter.
Discussions with Employees
Successful organizations nurture ideas of employees because the employees are the closest to
the business operations and customers. They know the business better than any management
would ever know it. Employees can provide the best ideas. The management should seek
employee ideas.
Best practice # 6:
Suggestion boxes should be placed to receive ideas. Through this system, the management
can find good talented employees and develop them.
The Surprise Factor
Everyone likes surprises? The employees deserve a surprise when they are least expecting it.
It could be a gift voucher or a small reward. Surprises dont have to be limited only to the best
performers, but it can be given to other employees as an incentive too. Any employee in the
organization can be given this surprise reward.
Such healthy HR practices encourage growth of the organization as it is the employees after all who
play a major role in the well-being of an organization. Making an employee feel important proves to
be of success to the firm or organization.
Q.4 What are the obstacles in Manpower Planning .
Obstacles in Manpower Planning
The major obstacles in manpower planning are as follows:
Non Optimal Utilization of Manpower
The biggest obstacle for manpower planning is the fact that organizations cannot optimally
use their manpower once manpower planning begins. During manpower planning, the
number of resources required for a job is decided based on the total work load, the process to
be followed and the criticality of the job. Once the analysis is done, it is decided that one
person can only handle a certain portion of the workload and hence for any additional
workload, additional resources need to be hired proportionately.
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Over a period of time, the total workload may change, the processes may change, the
criticality of the job may change and new technological innovations may make the job far
easier to accomplish. However when the same employees are asked to step up the
productivity, they resist accepting any additional workload and resist even deployment of
new technology, hence making it hard for the management to maximize the use of their
manpower. This makes the organizational processes ineffective or inefficient and hence the
organization as a whole becomes ineffective or inefficient and loses out to competition which
may be able to remain lean in terms of number of resources and highly effective and efficient.
Absenteeism
Every organization has witnessed an increase in absenteeism. This has lead to errors creeping
in the manpower planning exercise. If the plan stated that 4 employees are required to
manage the total workload, increased degree of absenteeism leads to the partial failure of the
manpower planning exercise.
Lack of Employable Labor
People are not employable. The slow pace of acquiring business required competencies by
people at large also result in low employee productivity. All manpower planning is done
basis a certain productivity level considered as a benchmark. And low productivity hasnegative implications for manpower planning.
Modern Manpower Control and Review Processes
Any increase in manpower is to be approved by the top most levels of the management today.
Manpower budgets created on the basis of manpower planning act as control mechanisms to
keep the manpower cost and headcount under certain defined limits.
Usually the productivity of any organization is calculated using the formula: Productivity =
Output / Input.
Example: 5 products are sold during the day/ 8 hours of effort put in during the day. i.e., the
sales productivity of the employee is
5 products per day.
But a rough guide of employee productivity used today is: Employee Productivity = Total
Production / Total no. of employees
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Example: 50 products are sold during the day/12 employees were responsible for selling 50
products during the day. i.e., the sales productivity of each employee is 4.17 products per
day.
The rate of manpower turnover, exit interviews and absenteeism are sources of measuringdissatisfaction level of manpower. To eliminate employee dissatisfaction and to ensure better
utilization of resources a study of the reasons causing the dissatisfaction level is required.
Overtime is paid to employees due to real shortage of manpower, inefficient management or
improper utilization of manpower. Manpower planning requires a study of the overtime
statistics.
The current pace at which business is done today is very fast. Many organizations either do
not have data or are overwhelmed with data. Non availability and non utilization of the dataare also reasons for complicating the situation. In some organization even the existing
technologies available for manpower planning are not optimally used. This also creates
obstacles in manpower planning.
Example: Business Scenario for Obstacles in Manpower Planning (Lack of employable
labor)
The entire BPO industry is suffering with this scenario of lack of employable labor.
In a dynamic business scenario, manpower planning is critical to organizational growth and
stability. It is integral to recruiting, retaining, retraining and redeployment of talent. Linked to
business needs of the organization, the process of manpower planning is much more
complicated than it seems. Manpower planning involves developing skills and competencies
of existing employees to meet market demands which can change with time. Manpower
planning also requires having a contingent plan in place in case of any eventuality (talent
shortage).
Out of every 100 candidates interviewed only 10 of them are employable. Majority of themare unemployable by the BPO industry. Its a known fact in the BPO industry. The manpower
planning exercise requires BPO companies to budget for travel to the interiors of the state,
travel to other states. It also needs to budget for providing new joiners with relocation
allowance. It has to make provision for some joining bonuses as well when the hiring by all
companies was at its peak. It decided to lower the level of hiring and spend additional time on
training candidates. It needed to engage external organizations to evaluate the voice and
accent capability or the potential of the candidate in order to validate its own findings with
that of an independent agency, so that no potential candidate was rejected and no candidatewho was not trainable was hired.
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The manpower planning required inclusion of non standard practices to ensure that the hiring
targets were met so as to ensure that migration of client business processes from other
countries to India was as per committed timelines.
In fact some of the BPOs in India also have operations in countries like Philippines. Due tothe inability of the India BPOs to hire in some cases, work is split up between India and
Philippines.
Q.5 Discuss External sourcing in detail .
External Sourcing
When you hire staff or contract staff who has never worked with your organization earlier,
then it is called as external recruitment. Examples are:
Advertisements in Media
Advertisements of the job openings in newspaper and journals magazines are generally used
as a source of external recruitment.
Campus Selections in Institutions
Various colleges and institutions are a good source of recruiting well qualified executives,
engineers, medical staff etc.
Employee Referrals
Organizations encourage internal employees by providing benefits for referring friends and
relatives for some position in their organization.
Consultants
They identify candidates matching the job profile and charge a fee for providing candidates
till you find the right candidate who accepts the offer.
Data Banks
Organizations collect CVs of candidates from different sources like employment exchange,
training institutes etc. and screen and shortlist the candidates.
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When the business grows and if the business is manpower intensive, then additional resources
are required. Therefore external recruitment is done. This is the only way to scale up the
business. Also it brings in a freshness of thought and perspective. Capable people from the
worlds best organizations bring best practices with them. They bring the culture of
performance and meritocracy. External recruitment has many advantages. If the job role
requires tremendous experience (e.g. 15 years), it is better to hire someone externally than to
wait for people in your own organization with 4 years experience to gain 11 more years of
experience.
Q.6 List the strategies for managing redundancy.
Redundancy is never a circumstance that anyone wishes to manage. However, when itsunwelcome face first peers over the horizon it is time to take action and start working ondamage limitation for the people who could be affected, the company, and the remaining
staff. The first phase of good redundancy management begins when those initial warningsigns of potential redundancies surface. Such early attention can sometimes fend offthreatened redundancies altogether.
Phase 1 - Change Management
The reasons for threatened redundancies are many and varied: market downturn; companymerger; falling profits; funding or cash flow crisis; outsourcing; loss of a major contract, etc.What each of these situations has in common is that it will require swift attention and lead tosome form of change management before redundancies are decided. All the procedures and
principals of good change management will apply. Strategies need to be revisited, trends needto be carefully monitored, new plans need to be drawn up, and above all people need to bekept informed. Where a collective redundancy situation (20 or more) is feared, staffrepresentatives must be consulted within the statutory time frame. However, explaining thesituation to staff members early is good practice regardless of the numbers affected, and has avariety of benefits:
It gives you control over what, when and, most importantly, how information is putacross.
It avoids damaging rumour and innuendo. It rallies support for change and unites staff and senior management in a common
fight for survival. It provides an opportunity for the 'grass-roots' staff to offer efficiency and cost cutting
suggestions. It makes any subsequent efficiency and/or cost cutting measures more palatable. It lessens the shock and the reaction, if and when redundancies do have to be made. It fosters an environment of honesty, trust and respect.
Clearly, dissemination of information to staff needs to be carefully managed and controlled toavoid any additional damage to the company or panic amongst the staff. However, there aremany success stories from companies who have involved their staff members, includingvoluntary pay cuts initiated by staff members. Peer pressure is far more compelling and
effective than management ultimatums, however couched.
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Phase 2 - Minimising Redundancies
Having developed an outline plan in consultation with all the pertinent managers andoperatives, if redundancies are required, the next phase is to carefully examine all avenues forminimising redundancies and the damaging effects of redundancies. Of all changes in the
work environment, redundancy engenders the most negative response. Minimising the jobcuts and being seen to be making every effort to avoid redundancies is crucial. The avenuesopen to you will of course vary according to the size, situation, and nature of the business.The following have all been used successfully by a variety of companies.
Re-evaluating working hours - leading to greater flexibility, weekly, monthly orannually.
Re-training - leading to redeployment in other areas of the business. Job sharing schemes. Moves to part-time working (temporary or permanent). Cost savings here received a
boost in the recent budget.
Temporary sabbaticals or agreed leave of absence (paid or unpaid). Early retirement, natural wastage and voluntary redundancies. Recruitment freeze (this needs careful management to ensure key positions are
covered). Voluntary pay cuts.
Once again an approach which is honest, and as open as possible, not only reduces thesometimes devastating effect on the staff, but also pays dividends to the management and thesuccess of the plans for recovery, streamlining or downsizing. Key members of staff are farmore likely to stay and weather the storm if an environment of trust and openness is nurtured.Those in business critical positions should be reassured, as early as possible in the process,
that their positions are not, and will not be, in jeopardy.
Phase 3 - Selecting the Jobs to be Cut & Notifying the Individuals
Having ascertained that some redundancies are inevitable, informing the workforce first isparamount. The worst thing that can happen is for your staff to hear that they may faceredundancy through outsiders, rumour, or the media, even when all the redundancies areexpected to be voluntary.
Having worked through phases 1 & 2 above, a lot of care and attention needs to be given toselecting the positions and people. Check the current legislation on your consultation andnotification obligations. Regardless of legal obligations however, each position deserves to begiven individual consideration. A conscientious approach to this will reap rewards for theCompany as well as the individuals concerned. Consider whether this position will be neededagain in the near future, how the work will be dispersed, what the impact will be on others ina similar position. If you are reducing the number of people in the same or similar roles, drawup a check sheet with set criteria to determine equitably which positions should be selected.
On notifying the individuals at risk, care and empathy is essential. Even when generousredundancy packages are involved this can still be a devastating blow and poses a real threatto the recipient's livelihood. Look into each individual's personal situation beforehand so that
you have some understanding of the problems they may face. Try to get a good feel for all thepertinent problems and issues so that you can aim to provide appropriate support, either via
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an outplacement service or directly. Explain the process and procedure carefully and followthis up in a letter.
It is advisable to have a short consultation period to allow the individuals at risk to putforward their case. However, this should not be included for cosmetic purposes only.
Consultation periods can and do work. We recently worked with a company that successfullyimplemented a consultation period for the second time, saving one job as a direct result(having saved 2 previously). Fanny Bradbury, Personnel Manager with SEOS Ltd. said "Ialso invited all the non-affected members of staff to comment". This wider consultation wasnot a legal obligation as less than 20 staff were affected. However, this voluntary goodpractice paid dividends all round. "This proves that the consultation period does work", sheadded, "communication is the key; for everybody".
Phase 4 - Managing the People Out
Redundancy can be one of the most stressful life experiences. The affected individuals are
likely to be ill equipped for positioning themselves in the job market and often feel confused,isolated, angry and afraid. Finding another position is a full time occupation, the complexityof which is rarely fully appreciated. A good company will endeavour to provide support andassistance to cushion the blow and help their people to make the transition.
An appropriate outplacement service is a big advantage. Studies show that an externaloutplacement service is better received and far more effective than in-house measures. Inaddition, it provides the 'spoonful of sugar' to help take away the bad taste, and makes thetask of imparting bad news less odious for the managers. A good Outplacement Consultantwill work with the Company, through all the phases above if required, providing suggestions,alternatives and pulling together a programme appropriate to the needs of the individuals. In
selecting an outplacement service consider the following:
Location: Some companies require the delegates to attend their premises, others willbring the service to you. The latter can also be housed at a nearby conference centre ifdesired.
Price: An outplacement service is generally most needed when the Company feels itcan least afford it. However, price need not be prohibitive. There are wide variationsand many companies have a flexible approach and will suggest viable solutions to fityour budget, but watch for hidden costs.
Timing: The service needs to be provided at the right time for you and your people. Ifyou have left it a little late, don't be fobbed off with bogus reasons why it would be inyour advantage to delay (to a time which suits them). Try elsewhere.
Quality: The service needs to be 'fit for purpose'. When contacting a prospectivecompany ask to speak with one of the consultants not just the sales staff. He/sheshould try to understand your situation and needs rather than push to sell you theservice. If possible (and appropriate) ask to see the manual. This is a valuable tool forthe delegates and a good indicator of the content and quality of the programme.Support normally continues for sometime after your contact has ceased - check thisout too.
People: Most outplacement consultants are empathetic and experienced, but likeeverything else there are good and bad. Try to speak with the consultant(s) who will
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be assigned to your Company, by telephone or in person. Prepare a few questions andinformally 'interview' them.
If you cannot provide an outplacement service you may be able to provide somelocal support through appropriate agencies and companies such as the local job centre,careers advisers, CAB, Financial Consultants, and so on. It is also worth contacting
local companies in the same business to see if they have any unadvertisedopportunities.
Phase 5 - Managing the People Left
Having provided support and assistance to those directly affected, you need to turn yourattention to those indirectly affected. In varying degrees this includes all members of theworkforce. By implementing redundancies you will have inadvertently sown the seeds ofdoubt about the security of their position. Once again, good communication is essential. Youneed to ensure that your rising stars and major players do not lose face and change their focusof attention to the job market rather than the task in hand. Those remaining need to feel
confident that the crisis is over and the company is doing all it can to avoid any furtherredundancies.
As the redundant staff move off the scene, gaping holes are often left. Where a friendlycolleague sat, there is now and empty desk and chair; tasks will be left ownerless; the oldmanager may be replaced by an unknown and more distant new one. The empty void andconfusion is exacerbated when senior management are hidden away in meetings at a timewhen their visibility is most critical.
In your initial planning, make absolutely sure that you have included measures to cover thisperiod. Managers should spend time at the 'coal-face' to ensure that:
Remaining staff are not overloaded with work. They understand the need for the staff cuts made, and feel that the situation
has been managed fairly. The implementation of any time/cost saving measures is going smoothly. The most talented &/or critical staff do not feel insecure and leave. Any grievances or concerns can be aired and dealt with. Your remaining staff feel visible and valued.
Once your head is very clearly above the water again you may wish to think about how youcan show your appreciation to the loyal staff who helped to carry the company through. Thereare a number of ways this can be achieved but one which provides benefits all round isExecutive or Career Coaching. Offered to nominated individuals, or the top 10 performers,this also provides a useful incentive scheme.
Managing redundancy is never easy. Managing to avoid redundancy can be even harder.However the adverse effects can be substantially reduced through: good communication;timely intervention; careful analysis and planning; effective consultation with your people;sensitivity in approach; appropriate support and assistance, and good after care. Over a thirdof the companies voted into last year's Times '100 Best Companies To Work For' had neededto effect redundancies during the year. For both companies and individuals, good redundancy
management can turn a crisis into an opportunity.
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Q.1.Describe the different types of induction program
Types of Induction
An organization needs to make a strategic choice before designing an induction/orientation
programme. They are:
Informal Induction
Formal Induction
Informal Induction
In this the new employees are instructed to report to the HR department for an explanation oforganization policies before being referred to the manager for on the job briefing on specific
work process.
In informal orientation, new employees are put directly on the job and are expected to adjust
themselves on the new job and organization. Informal orientation tends to be brief; may last
for an hour or may be less than an hour.
Example: A sales person is asked to go along with a tenured high performing sales person or
his manager to make sales calls and learn about the product and the selling skills during thecalls.
Formal Induction
Here the management has a structured programme which is executed when new employees
join the firm. Formal induction is more elaborate and is spread over a couple of weeks or
months. Most formal induction programmes consist of three stages:
General introduction to the organization often given by the HR department.
Specific orientation to the job and the department, typically given by the supervisor or
manager.
Follow up meeting to verify that the important issues have been addressed and employee
questions have been answered. This follow up meeting usually takes place after a week of
joining between the new employee and the manager.
A formal induction programme is shared by the HR specialists and managers. The HR
manager covers areas as:
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Introduction: to supervisors, trainers and colleagues.
Organization issues: organization history, history of the employer, names and titles of
important executives, departments, layout of physical facilities, probationary period, product
line, production procedure, organization policies and procedures, disciplinary regulations,safety procedures.
Employee benefits: pay scale, pay days, vacation and holidays, rest breaks, training and
education benefits, counselling, insurance benefits, retirement programme etc.
Supervisors outline the main job duties: job location, task and overview of job, safety
requirements and relationship to other jobs.
The choice between formal and informal induction will depend mainly on the goals and
objectives of the organization. The more formal the programme the more the new employee
will acquire a set of standards. Many organizations prepare certain induction manual and
induction powerpoint presentations which they keep on the intranet . These can be aceesed
only by the company employees. It is helpful when employees join in small numbers at
different point of time, when a separate induction programme cannot be held. This is also
helpful to clarify any doubts an employee may have regarding certain organizational
practices. In an informal programme individual differences are maintained.
Induction Program Outline
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Q.2. Explain different types of scores used to interpret test results.
nterpreting Test Results
Test results are generally presented in terms of numerical scores, such as raw scores, standard
scores, and percentile scores. In order to interpret test scores effectively, you need to
understand the scoring system used.
Type of Scores
I) Raw Scores
These refer to the unadjusted scores on the test. Usually the raw score is the number of
questions answered correctly, as in mental ability or achievement tests. Some types of
assessment tools and personality tests have no "right" or "wrong" answers. In such cases, theraw score may represent the number of positive responses for a particular trait. Raw scores do
not provide any useful information. E.g. consider a candidate who gets 25 out of 50 questions
correct on a test. It's hard to know whether "25" is a good score or a poor score. When the
results are compared with the other individuals who took the same test, you may discover that
this was the highest score on the test.
II) Standard Scores
Standard scores are converted from raw scores. This indicates where a candidate's score liesin comparison to a group. e.g. if the test indicates that the average or mean score for the
group on a test is 50, then a candidate who gets a high score is above average, and a
candidate who gets a low score is below average.
III) Percentile Score
A percentile score is another kind of converted score. A candidate's raw score is converted
into a number indicating the percent of employees in the group who scored below the test
taker. E.g. a score at the 70th percentile means that the candidate's score is the same as orhigher than the scores of 70% of those who took the test. The 50th percentile is known as the
median and represents the middle score of the distribution.
Psychometric Tests
Despite the controversy surrounding these psychometric personality tests, there has been a
great increase in the use of personality tests over the past decade. The only given reason for
increase in testing is the need to have a selection process which can withstand legal
challenges. Increased test use can be seen in part as a defensive strategy, adopted in responseto regulation and legislation.
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There are no defined good profiles or bad profiles; everything depends on the personality
characteristics the job position requires.
Online Test
Online testing is popular because of the ease of conducting such tests. This approach has
clear advantages over paper-and-pencil tests:
There is no need for printing questionnaires and distributing printed material. This has
actually lowered the cost of test administration.
Results are processed immediately with no human input. The test administration software
produces detailed and impressive looking reports.
There is a wide acceptance of personality testing among the candidates. Many candidateshappily complete online tests in their own time.
There are more suppliers now producing a greater variety of tests. This has brought costs
down even further and increased the choice of tests available to recruiting organizations.
Importance of Tests
Different people have different characteristics. It could be psychological characteristics or
physical characteristics. All these characteristics are called constructs. People with high skillsin verbal and mathematical reasoning may be considered high on the mental ability. People
with little stamina and strength may be considered low on endurance and physical strength.
The terms mental ability, endurance and physical strength are constructs. Constructs are used
to identify characteristics and to grade candidates based on those characteristics.
Constructs may not be seen or heard, but their effect on other variables can be observed. For
example, we can observe that some people can work on complex numerical calculations
without using paper and pen, while some struggle even with a pen and paper.
Q.3 What are the benefits of setting up an academy for the organizations?
Q.4 Discuss entrepreneurship in detail.
Entrepreneurship
Many employees have this dream of turning into an entrepreneur. They feel and think that
organizations will not allow them to implement their business ideas even if the idea is
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associated to the business of the organization in which they work. They know for sure their
idea will make the organization even more profitable. But they know that no one will listen to
them. These employees at some point in time quit and start their own venture and some of
them turn into successful entrepreneurs.
An entrepreneur is someone who organizes a business venture and assumes the risk for it. A
person who possesses a sense of enterprise in his mind, and new ideas for venturing out by
assuming significant accountability for the inherent risks and the outcomes is called an
Entrepreneur. Jean-Baptiste Say, a French economist is believed to have coined the word
"entrepreneur" first in about 1800. Entrepreneurship is the act of being an entrepreneur.
Intrapreneurship
When entrepreneurship describes activities within a firm or a large organization it is referredto as intrapreneurship. Intrapreneurship may include corporate venturing, when large entities
spin-off organizations.
In 1992, The American Heritage Dictionary acknowledged the popular use of a new word,
intrapreneur, to mean "A person within a large corporation who takes direct responsibility for
turning an idea into a profitable finished product through assertive risk-taking and
innovation". Intrapreneurship is today a tool used by corporates to harness the true potential
of their high performers which integrates risk-taking and innovation approaches apart from
reward and motivational techniques which were usually thought as only possible by
entrepreneurs.
Intrapreneurship is the practice of entrepreneurship by employees within an organization.
Example of Intrapreneurship
A classic case of intrapreneurs is that of the founders of Adobe, John Warnock and Charles
Geschke. They both were employees of Xerox. As employees of Xerox, they were frustrated
because their new product ideas were not encouraged. They quit Xerox in the early 1980s tobegin their own business. Currently, Adobe has an annual turnover of over $3 billion. While
this could have happened inside Xerox, alas it did not.
Steve Jobs has described the development of the Macintosh computer as an intrapreneurial
venture within Apple.
Features of Intrapreneurship
Entrepreneurship involves innovation, the ability to take risk and demonstrate creativity. An
entrepreneur will be able to look at things in novel ways. He will have the capacity to take
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calculated risk and to accept failure as a learning point. An intrapreneur thinks like an
entrepreneur looking out for opportunities, which profits the organization he/she is employed
with. Intrapreneurship is a novel way of making organizations more profitable where
imaginative employees entertain entrepreneurial thoughts. It is in the interest of an
organization to encourage intrapreneurs. Intrapreneurship is a significant method for
companies to reinvent themselves and improve performance.
Intrapreneurship and Employee Engagement
The highest form of employee engagement is possibly intrapreneurship. Organizations can
benefit from engaged employees, by listening to them, understanding their needs, thoughts
and plans, allowing employees to practice intrapreneurship and create wealth for themselves
and the organization.
Engagement is also directly proportional to the amount of listening that an organization does
and the action it takes thereafter to respect the employees thoughts and plans. Engagement is
possible when an organization nurtures the employee and the employee nurtures the
organization.
A lot of companies are known for their efforts towards nurturing their in-house talent to
promote innovation. Skunk Works group at Lockheed Martin is a prominent example. This
group was formed in 1943 to build P-80 fighter jets which it did successfully.
At 3M employees can spend 15% time working on projects they like for the betterment of the
company. On the initial success of the project, 3M even funds it for further development, thus
promoting employee engagement.
Employee Needs
Employees need the following:
1. Someone to listen to their ideas of growing the company
2. Someone who will provide the framework for creating something valuable
3. Someone who use their capabilities in creating something valuable
4. Someone who allows them to do what they do best
5. Someone to provide them feedback in a non threatening manner
6. Someone who is interested in their growth and development
7. Someone who respects and values them
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8. Someone who does not doubt their integrity
9. Someone who knows to differentiate between engaged employees and disengaged
employees
10. Someone who ensures they are not treated in the same manner as disengaged employees
Attend to employee needs and enhance talent engagement. If you as an employer dont listen
to your engaged employees, they will find other better employers who will, or they will find
venture capitalists who will listen to them and fund them, or they will find friends and
relatives to fund their own business and create a business empire of their own.
Appreciate and value the engaged employees and the talent which is engaged. You will not
only gain in higher productivity, but may stand to exponentially grow your business because
of committed and talented employees.
Q.5 List the tips for successful career planning.
Tips for Successful Career Planning
Career planning is not a difficult activity, it is fairly simple. It is an activity that is fulfilling,
providing the accomplishment of goals in your present career or planning for beginning a
change to a new career. Career planning for an employee should be a happy, rewarding and
positive experience. Few tips are provided below:
Make it an Annual Activity
Many people do a lot of things or activities differently every year. They take up new hobbies
or try playing a new sport, so why not take up career planning? Every individual must find a
day or a weekend once a year or more often if you feel the need or if you're planning a total
career change; and plan an escape for yourself. Try and concentrate so that you have the time
and energy to truly pay attention to your career and realize what you actually want from your
career and finally from life.
If career planning becomes a yearly activity individuals will feel more assured in their career
choice and the path in which their career is shaping up. Individual will be prepared to face the
many challenges and hurdles that lie ahead in all their jobs and careers.
Develop a Career Path
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Organizations chart a career path for most job roles with numerical significance to increase
employee length of service in the organization and gain maximum employee contribution. A
career path is the milestones that one needs to achieve to reach the career goal.
Example: In a BPO, a technical support agent may need to become a Level 2 technicalsupport before being promoted to a team leader. After becoming a team leader, the technical
support agent can go on to become an assistant manager, manager, senior manager and
eventually an associate vice president.
Present your Transferable Skills
Sometimes we introduce ourselves to people while networking or seeking jobs as the
designation that we have. For example, I am contact centre agent. By doing so, it may narrow
the way people look at your skills or you. Instead identify yourself as a person who couldresolve issues, research, solve complex situations, enhance the companys image in the
customers mind, juggle multiple tasks, meeting goals and deadlines, and manage time and
information apart from being a quick learner. These skills could easily be applied to a wide
collection of jobs in many different careers.
Analyze Hobbies and Pastimes
Take time and observe the activities you like doing when you are not working. Assess the
non-working activities when doing career planning. Many times your hobbies and leisurelyactivities can give you great insight into future career paths.
Think you cannot change a hobby into a career? A lot of people do it all the time. E.g. a great
painter was once a successful business person who only painted in his free time or as a
hobby. He was encouraged and motivated by his friends to take it up as a career option. It
was not until then that businessman took an honest look at his hobby and decided he should
change it to his career. No doubt he was good at his job, but he was even better at painting
and painting was what he loved doing.
Consider Likes and Dislikes
In an individuals life needs and wants are part of life. Change is one factor which is constant
in life; everybody changes nothing remains the same. In a similar manner our likes and
dislikes change too. Something we enjoyed doing one year ago may not be interesting to us
and it gives us displeasure. You need to take time to ponder or consider on the things in life
too and just not in the job that you feel strongly about. Make a list of all the likes and dislikes
and use this to assess your present job position and career path. If your job and career covers
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most of the like things, then your career is on the right path. But, if it covers more things in
the dislike, then it is high time to start looking for new jobs and a new career.
At last, take time to consider about what it is you really want or looking for in your job or
from your career. Do you want to make a difference to the world by your work or do youwant to become famous or to be financially independent. You want to bring about a major
change then take time to understand and evaluate the ambitions that motivate your sense of
success and happiness?
Track & Communicate Achievements
Most people do good work and over a period of time forget it. They don't keep a record of the
good work done or their achievements. It then becomes a struggle when creating a
convincing resume or CV when it's time to hunt for a new job. Keeping a track of pastachievements is not only useful for creating a resume but it's also handy for career planning.
Many a times recollecting past accomplishments or achievements will often bring a smile to
your face and bring to mind forgotten success. One or two things may cause a trigger and
thus searching and planning a career shift begins. This may be a job that allows you to
accomplish the kinds of things that you wanted and it makes you happy and most proud.
Study Job Trends and Career Opportunities
Study the job trends and career opportunities in the market. It helps in the career planningprocess particularly long-term. You can create your own job opportunities. Even if the
demand for the job you do is decreasing, if you have fantastic skills and know how to market
yourself, you will be in a position to find a new job.
A career path with growing jobs may have lower demand next year. Look out for areas of
high growth, areas that are of interest to you. Research prepares you to position your
strengths for different job roles and state why you are best suited for the job. One of the keys
to job and career success is having a vast set of competencies. This makes you exclusive in
terms of achievements, knowledge, skills, and education and hence enhances your chances
for getting the job that you desire.
Self Development
Nothing ever learnt is wasted. However, there are many people in the world who are averse to
learning and developing themselves. They have never seen the connection between personal
success (financial, status) and learning and self development.
Some people learn and put a lot of effort in self-development till completion of college orgetting a steady good job. Then they too become averse to learning. The only people who will
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thrive in the new economy of the 21st century are the people who will learn and relearn. The
others, who choose not to learn, will be akin to slaves.
Learning leads to power and success. Never miss an opportunity to educate yourself or learn
and grow more as a person and as a professional. Aggressively seek to learn what you havean interest in even if your company does not pay for it and even if it costs a fortune if they
enhance your career opportunities.
Decide which educational qualifications or experiences will help you achieve your career
goals. Keeping looking for, opportunities that propels you on your career path towards your
career goal.
Dream with your Eyes Open
Where would you like to be career-wise after 2 years, 5 years and 10 years? Keep multiple
options open while researching different career paths.
Set Career and Job Goals
Keep SMART career goals. SMART being specific, measurable, achievable, realistic and
time bound. An important part of career planning is setting short-term (in the coming year)
and long-term (beyond a year) career and job goals. This allows you to fine tune your goals
or change your goals if required.
Q.6 Write a detailed note on E- manpower planning.
E-Recruitment
The buzzword and the latest trend in recruitment is the E-Recruitment or Online recruitment.
In this internet based tools are used to assist the recruitment processes. E.g.: naukri.com,
careers section of the organization website. Many big and small organizations are using
Internet as a source of recruitment. They advertise job vacancies through the internet. Job
seekers send in their applications or curriculum vitae (CV) through e-mail.
The internet penetration in India is increasing and has tremendous potential. According to a
study by NASSCOM Jobs is among the top reasons why new users will come on to the
internet, besides e-mail. There are more than 18 million resumes floating online across the
world. Two kinds of
e-recruitment options that an organization can use are:
Job Portals: Post an opening with job description and job specification on the job portal.Search for suitable resumes available on the portal and invite candidates for an interview.
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Careers Section On Companys Own Website: Create a complete online
recruitment/application section in the careers section of the companys own website. The
passive job seekers can submit their resumes into the database of the organization for
consideration in future, as and when the roles become available.
Resume Scanner:
Resume scanner is a facility offered by job portals to employers. Employers can filter, select
and screen resumes on pre-defined criteria and requirements (skills, qualifications,
experience, payroll etc.) of the job.
Online Recruitment Techniques
Provide a detailed job description and job specifications in the job posting to attract
candidates with the right skill sets and qualifications
Review applications using the filter and screening method. Dont print, just screen online.
E-recruitment is the Evolving face of recruitment.
Advantages & Disadvantages
There are many advantages of e-recruitment; both to the employers and to the job hunters, but
it also has a few disadvantages too.
Advantages of E-Recruitment
Cost of posting jobs online are low vs. advertising in newspapers
No intermediaries or middle men handling CVs
Hiring time is reduced for recruitment. Works 24x7x365.
Facilitates recruitment of right type of people with requisite competencies
Short-listing is automated and quick
Disadvantages of E-Recruitment
E-recruitment has its own share of disadvantages. Some of them are:
Screening and checking the skill mapping and accuracy of thousands of resumes / CVs are a
problem and a time consuming activity for organizations.
There is no internet availability and lack of awareness of internet in many places across India.
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Firms and organizations cannot depend wholly, solely and totally on the online recruitment
methods.
Employers and employees still prefer face-to-face meetings rather than
e-mails.