PPA 212 Personnel Functions

UNIT II. PUBLIC PERSONNEL MANAGEMENT

UNIT II. PUBLIC PERSONNEL MANAGEMENT

PERSONNEL FUNCTIONS

Presented by: MARVIN C. BUSTAMANTE

Personnel management

Defined as obtaining, using and maintaining a satisfied workforce. It is a significant part of management concerned with employees at work and with their relationship within the organization.

According to Flippo, Personnel management is the planning, organizing, compensation, integration and maintenance of people for the purpose of contributing to organizational, individual and societal goals.

According to Brech, Personnel Management is that part which is primarily concerned with human resource of organization.

PERSONNEL FUNCTIONSMORALE AND MOTIVATION

MORALE:

Also known as 'esprit de corps' (Henri Fayol's fourteenth principle of administration) is the amount of confidence felt by a person or group of people, especially when in a dangerous or difficult situation at work/organization.

A high morale person will not be afraid from taking up challenges and accept orders. Whereas a low morale person will have limited attention of work and not be open to accept orders. The morale of a person shows his overall adaptability to the overall organizational situation. An employee keeps doing an individual assessment of his work and his organizations status in society and his work environment and management's attitudes towards him and after assessing all this he reaches conclusions as to how to proceed. If his assessment comes out positive then he experiences high morale, but if it comes out negative then he experiences low morale and this can be made out by his behavior and attitude towards his work mentioned above.

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MORALE:

It is considered as a group phenomenon as mostly employees in a group tend to feel the same way and the factors they take into consideration is used by everyone while doing their own individual assessments.

Corruption in administration has a very negative impact on morale of the workforce. Employees seeing no way out tend to have no initiative and lack of will and desire to perform their jobs with optimum energy.


TIPS ON MORALE BOOST-UP:

Supervisors greet employees with a handshake in the morning.

Supervisors write personal notes such as "Thank you" or "Happy Birthday".

Members of employee groups meet regularly with management representatives to promote understanding and carry out activities of mutual interest.

Employees are personally congratulated by supervisors when they exceed their goals.

Supervisors personally introduce new hires to each employee.


MOTIVATION

Motivation is the enthusiasm or reason for doing something. Frederick Herzberg, Abraham Maslow, David McClelland and David McGregor are major contributors to the motivation theory. Motivation is specific to an individual and is almost always an individual phenomena.

Motivation the process of arousing and sustaining goal-directed behavior

In narrow sense, motivation is a process of satisfying the wants and needs of the employees and inducing, encouraging and helping the employees to perform their assigned jobs more enthusiastically for the effective achievement of the organizational goals.

In broad sense, motivation is a process of directing or channeling the behaviors of the employees toward task performance.

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MOTIVATIONAL THEORIES

Maslows Hierarchy of Needs

The Need Hierarchy Approach (Maslow)

People must, in a hierarchical order, satisfy five needs:

Physiological needs for basic survival and biological function.: Food, water, air and shelter

Security needs for a safe physical and emotional environment.: Safe physical and emotional environment

Affiliation/Belongingness needs for love and affection.: Friendship, love and a feeling of belonging

Esteem needs for positive self-image/self-respect and recognition and respect from others. Feelings of achievement and self worth through recognition, respect and prestige from others.

Self-actualization needs for realizing ones potential for personal growth and development.: Self-fulfillment and achievement

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Motivational Theories X and Y

Douglas McGregor developed Theory X and Y

Theory X A set of assumptions of how to manage individuals who are motivated by lower order needs

Theory Y A set of assumptions of how to manage individuals who are motivated by higher order needs

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David C. McClelland of Harvard University developed the following four motivational drives:

Achievement motivational drive

Affiliation motivational drive

Competence motivational drive

Power motivational drive

Achievement motivational drive: Some employees in the organization may have achievement motivational drive. The employees, who have such drive, try to overcome the challenges and to achieve the goals/objectives. To these employees, achievement of goals/objectives is important for its own sake, not because some benefits or rewards are associated with this achievement of goals/objectives. These employees will work harder and longer period if they perceive that they would receive personal credits for their effective performances.

Affiliation motivational drive: Some employees have affiliation motivational drives. They want to relate themselves with others in the organization. These people become satisfied by getting associated with their fellows and friends and they should be given job freedom as well.

Competence motivational drive: Some employees have competence motivational drive. They want to perform high quality work and they want to improve/develop their skills in the work place.

Power motivational drive: In an organization, some employees have power motivational drives. They want to influence other people and the organization as a whole. They want to participate in decision making, problem solving, and policy making process with the management of the organization that are related to their interest.

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Herzberg's research proved that people will strive to achieve 'hygiene' needs because they are unhappy without them, but once satisfied the effect soon wears off - satisfaction is temporary.

Then as now, poorly managed organizations fail to understand that people are not 'motivated' by addressing 'hygiene' needs.

People are only truly motivated by enabling them to reach for and satisfy the factors that Herzberg identified as real motivators, such as achievement, advancement, development, etc., which represent a far deeper level of meaning and fulfilment.

Respect for me as a person" is one of the top motivating factors at any stage of life.

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MOTIVATION

There are three reasons/aspects to motivation or the lack of it:

Needs: These are deficiencies that a person does not have but wants to have.

Drives: These are action oriented and provide energy thrust towards goal achievement. Its the very heart of motivational process.

Goals: Incentives or pay offs that provide private satisfaction but reinforce the everlasting chain of needs.

Motivation the process of arousing and sustaining goal-directed behavior

In narrow sense, motivation is a process of satisfying the wants and needs of the employees and inducing, encouraging and helping the employees to perform their assigned jobs more enthusiastically for the effective achievement of the organizational goals.

In broad sense, motivation is a process of directing or channeling the behaviors of the employees toward task performance.

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MOTIVATION

TYPES OF MOTIVATION:

Incentive and position incentive: Helps fulfill the four P's of motivation of employees - Praise, prestige, promotion and paycheck.

Negative or fear motivation: This trend is mostly no longer used. It is when a person is coerced into doing a job because he is fearful of consequences if he does not do it.

Extrinsic motivation: Pay promotion, status, fringe benefits, retirement plans, holidays/vacations, etc. This motivation is largely monetary in scope.

Intrinsic motivation: Feeling of having accomplished something that is worthwhile. It is symbolized by praise, responsibility, recognition, esteem, status, competition and participation.

Financial motivation: salary, bonus, profit sharing, leave with pay, etc.

Non- financial motivations: Non-financial/monetary in nature. Job enlargement, job rotation, job loading or more responsibility, Job enrichment, Job security, delegation of authority, status and pride, praise and recognition, competition and participation, etc.

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PERSONNEL FUNCTIONSLABOR MANAGEMENT RELATIONS

From E.O. 292

SEC. 36. Personnel Relations. (1) It shall be the concern of the Commission to provide leadership and assistance in developing employee relations programs in the department or agencies.

(2) Every Secretary or head of agency shall take all proper steps toward the creation of an atmosphere conducive to good supervisor-employee relations and the improvement of employee morale.

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Role of Personnel Manager

Personnel manager is the head of personnel department. He performs both managerial and operative functions of management. His role can be summarized as:

Personnel manager provides assistance to top management- The top management are the people who decide and frame the primary policies of the concern. All kinds of policies related to personnel or workforce can be framed out effectively by the personnel manager.

He advices the line manager as a staff specialist- Personnel manager acts like a staff advisor and assists the line managers in dealing with various personnel matters.

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Role of Personnel Manager

As a counsellor,- As a counsellor, personnel manager attends problems and grievances of employees and guides them. He tries to solve them in best of his capacity.

Personnel manager acts as a mediator- He is a linking pin between management and workers.

He acts as a spokesman- Since he is in direct contact with the employees, he is required to act as representative of organization in committees appointed by government. He represents company in training programmes.

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Maintaining healthy employee relations in an organization is a pre-requisite for organizational success. Strong employee relations are required for high productivity and human satisfaction. Employee relations generally deal with avoiding and resolving issues concerning individuals which might arise out of or influence the work scenario. Strong employee relation depends upon healthy and safe work environment, cent percent involvement and commitment of all employees, incentives for employee motivation, and effective communication system in the organization. Healthy employee relations lead to more efficient, motivated and productive employees which further lead to increase in organizations performance level.

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Employee relations must be strengthened in an organization. To do so, following points must be taken care of:-

Employee has expectation of fair and just treatment by the management. Thus, management must treat all employees as individuals and must treat them in a fair manner. Employee favoritism should be avoided.

Do not make the employees job monotonous. Keep it interesting. Make it more challenging. This can be done by assigning employees greater responsibilities or indulging them in training programmes.

Maintain a continuous interaction with the employees. Keep them updated about companys policies, procedures and decisions. Keep the employees well-informed. Informed employees will make sound decisions and will remain motivated and productive. Also, they will feel as a member of organizational family in this manner.

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Employees must be rewarded and appreciated for a well-done job or for achieving/over-meeting their targets. This will boost them and they will work together as a team.

Encourage employee feedback. This feedback will make the employers aware of the concerns of employees, and their views about you as an employer.

Give the employees competitive salary. They should be fairly paid for their talents, skills and competencies.

Be friendly but not over-friendly with the employees. Build a good rapport with the employee. The employee should feel comfortable with the manager/supervisor rather than feeling scared.

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PERSONNEL FUNCTIONSHEALTH AND SAFETY

Article XIII, Sec.3 of the Philippine Constitution

The State shall afford full protection to labor.They shall be entitled to security of tenure, humane conditions of work, and a living wage...

P.D. 442, Book IV, Titles I and II (Labor Code of the Philippines 1974)

Revised and consolidated labor and social laws to afford full protection to labor, promote employment and human resources development and ensure industrial peace based on social justice.

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EO 292, Administrative Code of 1987

SECTION 31. Career and Personnel Development Plans.Each department or agency shall prepare a career and personnel development plan which shall be integrated into a national plan by the Commission. Such career and personnel development plans which shall include provisions on merit promotions, performance evaluation, in-service training, including overseas and local scholarships and training grants, job rotation, suggestions and incentive award systems, and such other provisions for employees health, welfare, counseling, recreation and similar services.

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Labor Code of The Philippines, Book IV HEALTH, SAFETY AND SOCIAL WELFARE BENEFITS; Title I MEDICAL, DENTAL AND OCCUPATIONAL SAFETY; Title II - EMPLOYEES COMPENSATION AND STATE INSURANCE FUND

Chapter I MEDICAL AND DENTAL SERVICES

Chapter II OCCUPATIONAL HEALTH AND SAFETY

Title II - EMPLOYEES COMPENSATION AND STATE INSURANCE FUND, Art. 166 - Government agencies like GSIS, SSS and Philhealth provide medical benefits to their members.

Chapter I deals with the availability of first aid kits; resident nurse or physician or dentist to provide all the necessary assistance to ensure the adequate and immediate medical and dental attendance and treatment to an injured or sick employee in case of emergency

Chapter II - Art. 162. Safety and health standards. The Secretary of Labor and Employment shall, by appropriate orders, set and enforce mandatory occupational safety and health standards to eliminate or reduce occupational safety and health hazards in all workplaces and institute new, and update existing, programs to ensure safe and healthful working conditions in all places of employment.

The State shall promote and develop a tax-exempt employees compensation program whereby employees and their dependents, in the event of work-connected disability or death, may promptly secure adequate income benefit and medical related benefits.

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Providing safety to employees at workplace has a moral dimension. Though it is a legal requirement and fetches monetary compensation in case of failure but it cant bring back an individuals life. Eliminating the causes of accidents and counseling employees at workplace play a substantial role in saving the operating costs, increasing productivity and ensuring reliability and dependability from the employees.

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Employees are the biggest assets of any organization and few well managed and co-coordinated safety programs can minimize the loss and damage to them as well as to the organization. With basic safety policies and remedies for accidents, the companies should also provide systematic training to industrial employees so that they are able to do their jobs efficiently and safely.

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Thank you!!!

PPA 212 Personnel Functions

Documents

personnel functionsmorale

low morale person

high morale person

morale boost

management representatives

work environment

individual assessments

individual phenomena