Course No.: PGPM 13/ NCP 22 Course title: Construction Personnel Management Assignment No.

: One

ASSIGNMENT ON CONSTRUCTION PERSONNEL MANAGEMENT

By Shailendra Grover Student Registration No. 212-07-31-10762-2141

NATIONAL INSTITUTE OF CONSTRUCTION MANAGEMENT AND RESEARCH Pune (2012)

TABLE OF CONTENTS 3. 4. PROBLEMS AFFECTING WORK..................................................................6 REASONS OF VARIOUS PROBLEMS .......................................................6

5.WELFARE AMENITIES .....................................................................................9 6.REMEDIES........................................................................................................10 7.SUGGESTED METHODS FOR HYGIENE FACTOR AND MOTIVATIONAL FACTORS.............................................................................................................16 The controllable reasons for absenteeism and turnover involve the ingredients of the environment of a construction site. In addition, each ingredient is important in its own right, quite apart from its effect on absenteeism and turnover. Careful attention to planning, safety, hygiene, interpersonal relationships, and other management fundamentals will not only reduce absenteeism and turnover, but will have other positive effects on job costs and schedules...............................................................................16 A relatively small portion of the work force is causing most of the absenteeism and turnover. This reinforces a conclusion that prompt management action with respect to chronic offenders can be very effective. The persons who test positively for the presence of drugs or alcohol from a category of individuals and that being in this category is ground for labeling them as problematic. This type of absenteeism should be dealt seriously..............................................................................................................16 Distance from a workers home to the jobsite seemed to have an effect on turnover and absenteeism at a range of 50 to 100 miles. Though distance is

uncontrollable, the only way for this category of workers is to arrange for transport or provide them accommodation near the site. Non-financial benefits such as transport, meals, and uniforms have a high effect on labour productivity. ...........................................................................................16 8. RECOMMENDATION TO MANAGEMENT.....................................................18 (h) Use the latest behavioral science techniques for organizational effectiveness, including training supervisors in motivation and personal skills.....................................................................................................................19 (k) Motivation is essential to labour, as it gives site workers satisfaction such as achievement, sense of responsibility and pleasure of the work itself. Keep craftsmen informed of how their accomplishment compares with the jobs goals.............................................................................................19 (l) Be creative in developing incentives for employees to stay with the job and have good attendance. Emphasize attendance rather than absenteeism. Bumper sticker, job poster, and helmet decals can be used to stimulate interest. Awards to each individual after periods of perfect attendance by an entire crew can develop peer pressure to improve attendance. Bonuses to people who remain until jobs completed is helpful in reducing turnover during the critical final stage........................................19 9. REFERENCES.................................................................................................20 REMEDIES TO IMPROVE PERFORMANCE OF A TUNNEL PROJECT Project Name: Client: --Tunnel Project Govt of India

Location:

--

Remote Hilly Area

ASSIGNMENT You are a project manager on a site where work for 3 k.m. long Tunnel has been undertaken. The site is remote and takes about 2 days travel to nearest town. Supervisors, Technicians & skilled workers are engaged in dangerous / hazardous work. Absenteeism due to sickness, quarrels, drinking are increasing. Management has urged to do something so that time target can be achieved. Discuss how will you tackle the problem and increase the output of the work.

1. INTRODUCTION Tunneling is one of the most dangerous works in the field of construction. It is been reported that around 18% of the total fatality in the field is caused by tunneling. Thus it is clear that one has to be more cautious while executing a tunneling process. The task here is to identify the measures one can adopt to increase the output of work taking the various problems into

consideration. The main objective in this assignment is to put emphasis on the abilities of a project manager to understand the problems of workers and come up with solutions, the organization skills in setting up a new project in remote area, motivation to the complete team and the ability to take the complete project team ahead as a good leader. Project manager should know his duties &

responsibilities & have full knowledge of pros & cons of his decisions & activities. Thus the main objective of the project manager is not only to keep the work progress going on but at the same time minimise the risk factors and create a safe working condition. 2. SCOPE OF WORK A personnel plan always revolves around personnel objectives of the company such as viability, success, growth & social responsibility. Objectives such as absenteeism, labour turnover, grievances, strikes, lockouts, etc can be highlighted in a quantitative manner rather than a qualitative. The project is to construct a tunnel of about 3km long. Thus the width of the tunnel may vary upto 7.5m. The project should also be completed as soon as possible. The site is located in a remote area so it is better to provide a good communication system among the site personnel, so that they are able to call up home as in most of the remote hilly areas mobile communication is still not possible. It is also mentioned that it takes 2 days to travel to the nearest town because of extremely poor road condition and hilly terrain so as a project manager it is a must to provide necessary basic as well as the social needs for the men working around the site. The atmospheric condition at the site is also extremely cold and foggy.

3.

PROBLEMS AFFECTING WORK There are problems that are affecting the output of the company and

exceeding the project completion time. Problems are as follows:a) Lack of manpower Management/ Planning. b) Sickness leading to absenteeism. c) Exposure to hazards increasing risk to life. d) Quarrels affecting work. e) Drinking alcohol affecting work. f) Lacking interest in the job leading to affect job quality. 4. 4.1 REASONS OF VARIOUS PROBLEMS Lack of Manpower Management (or) Planning The absenteeism by the workers, slow progress of work can be attributed to lack of manpower management and poor planning. 4.2 Sickness

The working hours are exceeding overtime. Workers are forced to work beyond their physical capacity. This is one of the reasons for sickness and eventually leads to absenteeism. The workers are not getting immediate medical assistance to solve their problems. Food quality in canteen is deteriorating. The number of persons handling the canteen is falling short to the demand. Very less number of members in canteen team is leading to the unhygienic running of canteen. Clean drinking water is not available for workers, and this is adding up to the problem of

sickness. In all, the workers are not getting hygienic conditions for living on site and the work hours are exceeding the affordable limits. The restrooms are not maintained clean. The maintenance team is falling short in handling the disturbances. The number of persons in the team is very less to catch up to the demand. The night shelters surrounding is dirty. This is attracting mosquitoes and indicating new threats.. Workers and cleaners are suffering from diseases like malaria, etc. As the site is located in remote area, it is very difficult to take the infected to the hospital in the nearest town. The technicians, supervisors and skilled workers are suffering from dust problem and throat infections. The local insects and infections are adding up to the problem. This problem is leading to the absenteeism, thus affecting progress of work. 4.3 Hazardous work The technicians, supervisors and skilled workers are involved in dangerous work of handling explosives and also the land slide problem is a threat to the cost of lives. The construction practice is tremendously exposed to threats and worker safety is a big issue. No safety measures are taken and workers are not practicing safe working style. There is no safety department on site to handle the safety issues. There is not a single person who is allotted responsibility of looking after safety issues. The workers dont know how to deal with the accidents. Immediate first aid is not available for accident victims. Those who are handling explosives need training for safe handling of those explosives. The quantity of explosives to be used for exploding lacks accuracy. Each time the quantity of explosives is either falling short or exceeding

the required amount. Proper calculations are needed for the amount of explosives to be used. The technicians need help of the qualified engineers. Because the wrong amount of explosives is increasing the risk of land slides. Rescue operations are increasing the tension to the workers. The numbers of trial and errors are increasing in the explosions. This is increasing the time of job as correcting the situation takes more time. The technicians are not maintaining the excavators and other equipments thus leading to frequent breakdown of the excavators and other equipments. The efficiency of the equipments is also getting affected. Safety is not observed in case of equipment handling. 4.4 Quarrels The workers are suffering from sickness. This is leading to absenteeism. The performance is getting affected due to that. The project is lagging to catch up to the schedule. Each department does not have a separate schedule so that they can apply for their part of job. Schedule of one department is getting affected because other is lagging to do job on time. The result is that the overall project is running behind the scheduled time. This is resulting in tension for the engineers and they are blaming and forcing their juniors to do the job as fast as they can. This leads to increase in mistakes which take even more time to get corrected. This overall situation is creating increase in temper of the engineers. The technicians are forced to complete the jobs fast and thus adding to their irritation. Supervisors asked for completing milestones on time, hence they are forcing the workers to work hard even more than their capacity. Supervisors are failing to motivate the workers. The desired quality is not maintained because of

the frustration and grievances. The technicians and others are suffering because of increased stress. Many people have complaints regarding food provided in the canteen. Workers are blaming each other for the mistakes happening on site. Workers are not communicating freely with the supervisors to express their problems. Workers are suppressing their feelings and thus not concentrating on the work. The communication between the supervisors and workers is not good enough. Even the supervisors and engineers are not communicating to solve the problems of workers. The problems are not reported to the managers on time. Supervisors are not willing to listen to the workers. The job is not being explained properly to the workers. Supervisors are blamed that they are not solving the workers problems and this is creating problem in the engineer and supervisor relations. In all, everybody is blaming others and nobody is improving his part of behavior. 4.5 Drinking Workers are facing increased frustration and grievances. Also they are living away from their families. The work is lacking quality and speed. Nothing is going right. This is one of the reasons for drinking alcohol to such an extent that is affecting the work progress. The low wages are adding up to the tension of the workers. There are few workers who dont care what happens but want alcohol. Situation is increasing frustration among the workers. 5. WELFARE AMENITIES The workers and other site persons are provided with amenities that are mandatory requirement of the location. The workers are provided with rest 9

rooms, night shelters, canteen facility and the basic requirements i.e. latrines and urinals. These are basic needs of the site people. The engineers, technicians and supervisors are provided with accommodations and also the separate arrangement is made for the higher authorities and managers those who visit site frequently. The site people need water and electricity. The supply is falling short for the demands. Vehicles are necessary for the necessary trips to the town. This demand is not fulfilled. 6. REMEDIES 6 .1 Good Manpower Management (or) Planning Prepare a proper schedule of the Project and assign resources to each task i.e. each activity, assigning resources means identify manpower required for each task and what is the availability of manpower and how much work has been done till date and how much work is to be done. Identify Type of manpower required i.e. skilled or unskilled .If manpower is inadequate try to get more manpower or try to use the available manpower fully so that maximum amount of work to complete and try to complete the urgent works such that it does not affect our project duration, reschedule the project and updated schedule to head office and inform them about weekly work progress so that they can help us to overcome the manpower problem (or) try to motivate the available manpower by giving extra benefits if they complete the project in time (or) if manpower is very less than required then immediately inform head office so that they can send some more manpower so that the project can run smoothly.

10

6.2

Work in shifts The workers are suffering from sickness. The main reason is long working

hours. This problem can be tackled by scheduling shift working. Divide the days work in shifts and divide the number of workers and other site people in the shifts. Limiting working hours will improve the working conditions for the workers. Shift working will reduce the unwanted overtime of the workers. Working in overtime reduces quality and speed. Hence if workers work in shifts they will work with speed and enthusiasm. Thus the workers efficiency will increase. The shift working will also help find the mistakes if any. Shift working is like batch process, one batch of workers will come and do their job then another batch will continue. Each batch of work will be documented. Also each batch of work can be inspected by the engineers. The batch process is clearly explained by nature. Production of milk in the cow is a continuous process but man collects milk in batch process. Then one can say that this batch of milk lacks quality. That means there was some problem in fodder that cow ate after the previous batch of milk. Same concept we can apply for our work. The problems can be identified easily. Hence they can be solved properly. 6.3 First aid camp

First aid camp should be established on site. This will give immediate first aid to the victims of accidents if any. Healthy is the team, healthy is the organization. One doctor should be appointed on site with a helper. Separate room should be provided for them. This will help in solving the problem of local diseases that our workers and cleaners are facing. Help should be taken from

11

government if the insecticide treatment is to be given to clear the area from diseases. Health of the team should be the prime concern of the organization. Once the site surrounding is clear, the cleaners health problems will be solved. This will reduce their absenteeism and thus the site accommodation will be maintained clean and hygienic conditions will be established. Prevention is better than cure. Hence, the root cause of sickness will be eliminated. Sun down Sleeve down should be followed to reduce disease threat. 6.4 Safety Department

Separate safety department should be provided with Safety Manager appointed for the project. He will be present on site till the project completion. His job is to identify the threats and suggest remedies. Safety demonstrations should be given to each person who is involved in the risky jobs. Safety kit is to be provided for each person present on site. Safety department office will be well equipped with fire extinguishers and other requirements. Detailed fire training should be given to the site persons. The workers should feel confidence in the safety team. Safety manager will give time to time instructions regarding safety and safe equipment handling. The safety manuals should be issued to the technicians and supervisors. Supervisors should give instructions to the workers with the help of safety manager. Workers should be explained that the safety is of utmost importance. 6.5 Training

Proper training should be given to the engineers and technicians for required tasks, if needed. Training should be given for the technicians for

12

handling the explosives with safety. Training should be given to the engineers and they should work out the optimum quantity of explosives to be used each time. This will reduce the mistakes in wrong judgments and the trail and errors will be reduced. Thus the time required for correcting the job will be reduced. Also the problem of landslides can be reduced. The safety manager will do time to time checking of the possibility of landslides with the help of engineers. 6.6 Periodic meetings

The progress of the project should be periodically reviewed. For this, periodic progress review meetings should be conducted. The meetings should be categorized according to the levels and responsibilities. The project manager should conduct meetings with the higher authority to discuss progress and problems. Fund flow should be discussed. Requirement of new recruitments should be discussed. The project manager will conduct meeting with engineers and other managers. In this meeting, the project schedule should be discussed. New schedule should be prepared for the jobs that are lagging and efforts should be taken to meet the new schedule. Different schedules should be prepared for each department and that should be followed accordingly. The smallest task should also be considered while preparing schedule. This will help in keeping watch on each and every task. The technical problems should be discussed and solved in this meeting. Safety should also be discussed in this meeting. Each and every department will have to submit their progress report. Safety department will also have to present

13

their report regarding safety measures adopted, accidents and their investigation. The problems in meeting up to the time schedule should be discussed and concrete solution should be worked out. True reports should be presented so that the problems can be identified and solved. Minutes of the meetings should be noted that will help in keeping track on management work. The rules should be made like alcohol consumption is not allowed on site. Entry of alcohol on site should be checked. The engineers and supervisors will conduct informal meetings to discuss the progress of different tasks. The workers problems should also be discussed in this meeting and all should collectively find solutions. The technical information should be shared in this meeting and the engineers should explain the task to the supervisors thoroughly. Once the supervisor has clearly understood the job then only he can have the job done by workers. Technicians should also consult with engineers for the technical problems. The periodic maintenance of the equipments should be done by technicians and checked by the engineers. Good construction practice should be discussed between engineers, technicians and supervisors. The supervisors should explain the job to the workers clearly stating the objectives of the job. The supervisors should also explain the procedure to the workers. Once the objective is clear then the procedure will be followed effectively. All doubts of the workers should be cleared in these informal meetings. Thus proper communication chain should be established in between

14

project team. This will increase the speed and quality as the problems will be discussed and solved. 6.7 Grievance handling system

The problem of quarrels is mainly due to misunderstanding and blaming each other. Once the schedule of task and objectives are clear the problem of confusion regarding job will be cleared. This will help in reducing mistakes. Thus the irritation of the supervisors will be reduced. The increase in quality and speed will solve the problems of engineers. Thus the quarrels between the engineers and supervisors will be reduced to a greater extent. The supervisors responsibility is to settle the grievances of workers. The grievances should be settled at the lowest possible level. For this the supervisor should listen to the workers. The big issues will be conveyed to the managers. The proper grievance handling system should be established. This will bring the grievances to the notice of managers and they can settle the problem. This system will serve as a medium for upward communication. It will serve as an outlet for workers frustrations and discontents. This system will help the managers to know the needs of the workers and hence they can modify their plans so that smooth working environment will be established. 6.8 Meditation

Meditation is one of the methods for stress management. The site people are facing tremendous stressful situation. The temper level can be reduced by practicing meditation camps on site. This technique can be used to support other remedies. Alcohol consumption will be reduced if not banned.

15

7. SUGGESTED

METHODS

FOR

HYGIENE

FACTOR

AND

MOTIVATIONAL FACTORS The controllable reasons for absenteeism and turnover involve the ingredients of the environment of a construction site. In addition, each ingredient is important in its own right, quite apart from its effect on absenteeism and turnover. Careful attention to planning, safety, hygiene, interpersonal relationships, and other management fundamentals will not only reduce absenteeism and turnover, but will have other positive effects on job costs and schedules. A relatively small portion of the work force is causing most of the absenteeism and turnover. This reinforces a conclusion that prompt management action with respect to chronic offenders can be very effective. The persons who test positively for the presence of drugs or alcohol from a category of individuals and that being in this category is ground for labeling them as problematic. This type of absenteeism should be dealt seriously. Distance from a workers home to the jobsite seemed to have an effect on turnover and absenteeism at a range of 50 to 100 miles. Though distance is uncontrollable, the only way for this category of workers is to arrange for transport or provide them accommodation near the site. Non-financial benefits such as transport, meals, and uniforms have a high effect on labour productivity. 7.1 Motivation

Motivation is the effective key for good team. Workers should be satisfied with the wages and other facilities provided to them then only they will work 16

properly. Along with that if workers are motivated to do the job right the outcome will be appreciable. It is said that Confidence + Hard work = Success. If workers are working very hard and dont have confidence in their job quality then the job will get affected. The supervisors should motivate their team to do the job right. A supervisor is a leader of the team of workers. He should develop enough confidence in the workers. But motivation should follow a chain in the organization. This will result in an organized motivation and then each small team will feel like they are a part of big project team. 7.1.1 Motivation of Employees in Construction Project Motivation is the driving force within individuals that drive them physiologically and psychologically to pursue one or more goals to fulfill their needs or expectations. Motivators may be intrinsic or extrinsic. An example of an intrinsic motivator is the self-fulfillment of a worker as a result of performing a task well. Some slogans should be developed for each team so that teams will be motivated each time they slogan are sang. Reward system should be developed to motivate the employees. 7.1.2 Motivation of labor in Construction Project Construction labor can be motivated. This is important because dwindling productivity is a major problem confronting construction today. Productivity has decreased every year for the past decade, in part because of increasing design complexity, more rigorous federal and state regulations and socio-economic changes affecting the work force.

17

8. RECOMMENDATION TO MANAGEMENT (a) Tunnel project is a very large project it will take lot of time to complete the

whole project so management has to be well prepared of all the forecoming situations i.e. labors problems, absenteeism etc. (b) Good administration is essential for smooth execution of a Project; this

includes providing amenities to the workers & labours by providing suitable accommodation, toilet facilities, clean drinking water & hygienic nutritious food, dispensary facilities, ensuring safe working conditions for workers. Hence efforts must be taken to improve water and electricity supply on site. There should be periodic medical checkup for the workers so that the fitness of workers will be maintained and work will not be affected because of absenteeism. (c) Management has to determine the functions of each level of management

it should be clear for all the employees and management has to monitor such that each employee is doing his duty properly are not. (d) The number of employees working in canteen should be analyzed and

increased if found necessary. The supporting staff, like sweepers, etc. should be maintained well in numbers. (e) The management should arrange for periodic spraying of insecticides on

site. Thus threat of diseases will be reduced. (f) Top Management should be more responsible and it should have to

properly monitor the progress of work and if any urgent needs at site should be fulfilled as quickly as possible and it should see that the lower and middle management is working properly are not.

18

(g)

Other things to increase output are maintaining good communication with

workers. Sense workers mood, understand their concern, provide feedback from management, and prompt action to show that worker concern are heard. (h) Use the latest behavioral science techniques for organizational

effectiveness, including training supervisors in motivation and personal skills. (j) Give incentives to the workers. Since money is the most effective

motivating tool for workers, declaration of cash awards for the best worker may help increasing productivity to some extent. (k) Motivation is essential to labour, as it gives site workers satisfaction such

as achievement, sense of responsibility and pleasure of the work itself. Keep craftsmen informed of how their accomplishment compares with the jobs goals. (l) Be creative in developing incentives for employees to stay with the job and

have good attendance. Emphasize attendance rather than absenteeism. Bumper sticker, job poster, and helmet decals can be used to stimulate interest. Awards to each individual after periods of perfect attendance by an entire crew can develop peer pressure to improve attendance. Bonuses to people who remain until jobs completed is helpful in reducing turnover during the critical final stage. (m) Safety also has a main concern on productivity, ensure safety on site for

supervisors, technician and skilled workers those who are engaged in dangerous/hazardous work by ensuring appropriate safety training for all site staff and ensure that all staff are wearing and using the required clothing, equipment and protective devices. 19

9. REFERENCES i. SODE NICMAR, Lesson Book CONSTRUCTION PERSONNEL

MANAGEMENT, NCP 22. ii. S. Seetharaman, CONSTRUCTION ENGINEERING AND

MANAGEMENT, Fourth Edition, Umesh Publications, 2007. iii. Stephen P. Robbins & Mary Coulter, MANAGEMENT ninth edition, Pearson- Prentice Hall Publication, 2007 iv.

Management in organization by Koontz and Odoneal, McGraw Hill publication.

20