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Evolution of HRM
The evolution of HRM can be traced back to Kautilya Artha Shastra where he
recommends that government must take active interest in public and private
enterprise. He says that government must provide a proper procedure for
regulating employee and employee relation
In the medieval times there were examples of kings like Allaudin Khilji
who regulated the market and charged fixed prices and provided fixed salaries to
their people. This was done to fight inflation and provide a decent standard of
living
During the pre independence period of 1920 the trade union
emerged. Many authors who have given the history of HRM say that HRM
started because of trade union and the First World War.
With the second 5 year plan, heavy industries started and professional
management became important. In the 70’s the focus was on efficiency of labour
wile in the 80’s the focus was on new technology, making it necessary for new
rules and regulations. In the 90’s the emphasis was on human values and
development of people and with liberalization and changing type of working
people became more and more important there by leading to HRM which is an
advancement of personnel management.
The scope of HRM refers to all the activities that come under the banner of
HRM. These activities are as follows
Every employee goes under training program which helps him to put
up a better performance on the job. Training program is also conducted for
existing staff that have a lot of experience. This is called refresher training.
Training and development is one area were the company spends a huge
amount.
6. Performance appraisal :-
Once the employee has put in around 1 year of service, performance
appraisal is conducted that is the HR department checks the performance of
the employee. Based on these appraisal future promotions, incentives,
increments in salary are decided.
9. Industrial relations :-
The number of women who have joined the work force has
drastically increased over a few years. Women employees face totally
different problems. They also have responsibility towards the family. The
organization needs to consider this aspect also. The challenge before the
HR manager lies in creating gender sensitivity and in providing a good
working environment to the women employees.
4. Handicapped employees :-
This section of the population normally faces a lot of problems on
the job, very few organization have jobs and facilities specially designed
for handicapped workers. Therefore the challenge before the HR manager
lies in creating atmosphere suitable for such employees and encouraging
them to work better.
1. Objective :-
Since employees are constantly trained, they are ready to meet the job
requirements. The company is also able to identify potential employees who
can be promoted in the future for the top level jobs. Thus one of the
advantages of HRM is preparing people for the future.
Job analysis
As mentioned in the above table job analysis is divided into 2 parts a) Job
description
Def: - A job is defined as a collection of duties and responsibilities which are given
together to an individual employee. Job analysis is the process of studying and
collecting information relating to operations and responsibilities of a specific job.
Job analysis helps to plan for the future human resource. It helps to
recruit and select the right kind of people. It provides information necessary
to select the right person.
4. Job evaluation :-
7. Labour relations :-
Most companies prepare their own health and safety, plans and
programs based on job analysis. From the job analysis company identifies
the risk factor on the job and based on the risk factor safety equipments are
provided.
Def: - A job is defined as a collection of duties and responsibilities which are given
together to an individual employee. Job analysis is the process of studying and
collecting information relating to operations and responsibilities of a specific job.
1. Personal observation :-
5. Questioner method :-
In this method a questioner is provided to the employee and they are asked
to answer the questions in it. The questions may be multiple choice questions or
open ended questions. The questions decide how exactly the job analysis will be
done. The method is effective because people would think twice before putting
anything in writing.
6. Log records :-
Companies can ask employees to maintain log records and job analysis
can be done on the basis of information collected from the log record. A log
record is a book in which employees record /write all the activities performed by
them on the job. The records are extensive as well as exhausted in nature and
provide a fair idea about the duties and responsibilities in any job.
7. HRD records :-
Job design
Definitions:
requirements of the job with the human qualities required to do the job.
Factors affecting job design: - There are various factors which affect job design
in the company. They can be explained with the help of diagram.
a) Task characteristics :-
c) Ergonomics :-
d) Work practices :-
Certain countries face the problem of lack of skilled labour. They are
not able to get employees with specific education levels for jobs and have to
depend on other countries due to this job design gets affected.
a) Feedback :-
Job design is normally prepared on the basis of job analysis and job
analysis requires employee feedback based on this employee feedback all
other activities take place. Many employees are however not interested in
providing a true feedback because of fear and insecurity. This in turn affects
job deign.
b) Autonomy :-
c) Variety :-
When the same job is repeated again and again it leads to burden
and monotony. This leads to lack of interest and carelessness on the job.
Therefore, while preparing job design certain amount of variety must be
provided to keep the person interested in the job.
There are various methods in which job design can be carried out. These
methods help to analysis the job, to design the contents of the and to decide how the
job must be carried out .these methods are as follows :- (5 marks each)
I. Job rotation
I. Job Rotation :-
Job rotation involves shifting a person from one job to another, so that
he is able to understand and learn what each job involves. The company tracks
his performance on every job and decides whether he can perform the job in an
ideal manner. Based on this he is finally given a particular posting.
Job rotation is done to decide the final posting for the employee e.g. Mr. A is
assigned to the marketing department whole he learns all the jobs to be
performed for marketing at his level in the organization .after this he is shifted
to the sales department and to the finance department and so on. He is finally
placed in the department in which he shows the best performance
Job rotation gives an idea about the jobs to be performed at every
level. Once a person is able to understand this he is in a better understanding
of the working of organization
1. Avoids monopoly :-
Due to job rotation the person is able to learn different job in the
organization this broadens his knowledge
1. Frequent interruption :-
There are various methods in which job design can be carried out. These methods
help to analysis the job, to design the contents of the and to decide how the job must
be carried out .these methods are as follows :- (5 marks each)
I. Job rotation
It must be noted that the new activities which have been added should
belong to the same hierarchy level in the organization. By job enlargement we
provide a greater variety of activities to the individual so that we are in a
position to increase the interest of the job and make maximum use of
employee’s skill. Job enlargement is also essential when policies like VRS are
implemented in the company.
1. Variety of skills :-
Job enlargement increases the work of the employee and not every
company provides incentives and extra salary for extra work. Therefore the
efforts of the individual may remain unrecognized.
Job enrichment
There are various methods in which job design can be carried out. These methods
help to analysis the job, to design the contents of the and to decide how the job must
be carried out .these methods are as follows :- (5 marks each)
I. Job rotation
b) Encouraging participation.
work.
e) Allowing workers to select the tools that they require on the job.
Job enrichment gives lot of freedom to the employee but at the same time
increases the responsibility. Some workers are power and responsibility
hungry. Job enrichment satisfies the needs of the employees.
Job enrichment reduces the work load of senior staff. When decisions are
taken by juniors the seniors work load is reduced.
2. Job enrichment has negative implications ie. Along with usual work decision
making work is also given to the employees and not many may be
comfortable with this.
3. Superiors may feel that power is being taken away from them and given to
the junior’s. This might lead to ego problems.
4. This method will only work in certain situations. Some jobs already give a
lot of freedom and responsibility; this method will not work for such jobs.
5. Some people are internally dissatisfied with the organization. For such
people no amount of job enrichment can solve the problem.
Chapter 3 Human resource planning/manpower planning
The process of HRP involves various steps they can be explained with the
help of the following diagram.
This is the very first step in HRP process. Here the HRP department
finds out department wise requirements of people for the company. The
requirement consists of number of people required as well as qualification they
must posses.
2. Personnel supply forecast :-
In this step, HR department finds out how many people are actually
available in the departments of the company. The supply involves/includes
number of people along with their qualification.
3. Comparison:-
Based on the information collected in the 1st and 2nd step, the HR
department makes a comparison and finds out the difference. Two possibilities
arise from this comparison
a. No difference :-
i. Personnel surplus
ii. Personnel shortage
4. Personnel surplus :-
i. Layoff
ii. Termination
iii. VRS/CRS
5. Personnel shortage :-
Advantages of HRP/need/importance/role/benefits
Thru this process of HRP, the company is able to find out how many
people will be required in future. Based on this requirement the company
could take further actions. This method also helps the company to identify
the number of jobs which
4. Performance appraisal :-
5. Promotion opportunity :-
The future in any country is uncertain i.e. there are political, cultural,
technological changes taking place every day. This effects the employment
situation. Accordingly the company may have to appoint or remove people.
Therefore HRP can only be a guiding factor. We cannot rely too much on it
and do every action according to it.
HRP gives a clear out solution for excess staff i.e. Termination, layoff,
VRS,. However when certain employees are removed from company it
mostly affects the psyche of the existing employee, and they start feeling
insecure, stressed out and do not believe in the company. This is a limitation
of HRP i.e. it does not provide alternative solution like re-training so that
employee need not be removed from the company.
5. Expensive process :-
1. Employment :-
Technology changes at a very fast speed and new people having the
required knowledge are required for the company. In some cases, company
may retain existing employees and teach them the new technology and in
some cases, the company have to remove existing people and appoint new.
3. Organizational changes :-
Changes take place within the organization from time to time i.e. the
company diversify into new products or close down business in some areas
etc. in such cases the HRP process i.e. appointing or removing people will
change according to situation.
4. Demographic changes :-
Industries having high labour turnover rate, the HRP will change
constantly i.e. many new appointments will take place. This also affects the
way HRP is implemented.
6. Multicultural workforce :-
7. Pressure groups :-
Definition of VRS
VRS refers to voluntary retirement scheme, when company faces the
problem of surplus labour, they have to remove the extra workers. This needs to be
done to avoid increase in cost. One of the methods used by the companies is the
methods used by companies is the VRS scheme. Under this scheme people have put
in 20 or more number of years of service are given an option to opt for early
retirement benefits and some other amount which is due to them are paid when they
leave the company.
Chapter 4: Recruitment selection and induction
Define recruitment :-
Objectives of recruitment
1. It reviews the list of objectives of the company and tries to achieve them by
promoting the company in the minds of public.
Methods of recruitment/sources
1. Internal sources
2. External sources
The sources can be further explained with the help of following diagram
Internal sources of recruitment refer to obtaining people for job from inside the
company. There are different methods of internal recruitment
1. Promotion :-
2. Departmental exam :-
4. Retirement :-
Many companies call back personnel who have already retired from
the organization. This is a temporary measure. The method is beneficial
because it gives a sense of pride to the retired when he is called back and
helps the organization to reduce recruitment selection and training cost.
5. Internal advertisement :-
6. Employee recommendation :-
2. The method involves selecting people from those available in the company
so there is limited scope for selection.
1. Management consultant :-
2. Employment agencies :-
3. Campus recruitment :-
5. Internet advertisement :-
6. Walk in interview :-
Selection
Define selection :-
Selection can be defined as process of choosing the right person for the right
job.
Process of selection :-
Process of selection
Job analysis
Advertisement
Application blank/form
Written test
Interview
Medical examination
Acceptance/rejection letter
Induction
1. Job analysis :-
The very first step in the selection procedure is the job analysis. The
HR department prepares the job description and specification for the jobs
which are vacant. This gives details for the jobs which are vacant. This gives
details about the name of the job, qualification, qualities required and work
conditions etc.
2. Advertisement :-
3. Application blank/form :-
5. Interview :-
Candidates who have successfully cleared the test are called for an
interview. The entire responsibility for conducting the interview lies with the HR
department i.e. they look after the panel of interviewers, refreshments, informing
candidates etc.
6. Medical examination :-
The candidates who have successfully cleared the interview are asked to
take a medical exam. This medical exam may be conducted by the organization
itself (army). The organization may have a tie up with the hospital or the
candidate may be asked to get a certificate from his family doctor.
Candidates who successfully clear the medical exam are given an initial
job offer by the company stating the details regarding salary, terms of
employment, employment bond if any etc. The candidate is given some time to
think over the offer and to accept or reject.
8. Acceptance/ rejection :-
Candidates who are happy with the offer send their acceptance within
a specified time limit to show that they are ready to work with the company.
10. Induction :-
I. Aptitude test :-
Aptitude tests are test which assess the potential and ability of a
candidate. It enables to find out whether the candidate is suitable for the job.
The job may be managerial technical or clerical. The different types of
aptitude test are
This test judges the motor skills the hand and eye co-ordination and
evaluates the ability to do jobs lie packing, quality testing, quality
inspection etc.
This test measures the numerical skills and reasoning abilities of the
candidates. Such abilities become important in decision making. The test
consists of logical reasoning ability, data interpretation, comprehension skills
and basic language skills.
In this test the emotional ability or the emotional quotient is tested. This
test judges the ability to work in a group, inter personal skills, ability to
understand and handle conflicts and judge motivation levels. This test is
becoming very popular now days.
Induction
Induction = orientation
Define induction :-
Apart from this introductory secession there will be other secessions also
like secessions on behavioral science, soft skill training, secessions on giving
details about the job, salary, bonus, information about different leaves that can be
taken by the employee about upward mobility in the organization etc.
There are different ways in which secessions can be conducted i.e. using
lecture method, power point presentation, group discussion, psychological test, roll
play secessions etc.
The induction program concludes with the employee reporting for duty at his
respective branch after induction. When he reports for duty the senior most people in
the branch takes the new employee around the office and introduces to all other
employees and gives information about the working of the branch. The senior people
regularly stay in touch with the new employee in the first week so that he can make
the new employee comfortable and help him to adjust to the company.
After this the company may start a training program for the new
employee.
Define placement :-
3. Prevents obsolescence :-
In this method workers who have to be trained are taken to the factory,
divided into groups and one superior is allotted to every group. This superior
or supervisor first demonstrates how the equipment must be handled, and then
the worker is asked to repeat whatever he has observed in the presence of the
supervisor. This method makes it easy for the employee to learn the details
about specific equipment. Once the worker studies the first equipment
thoroughly the supervisor moves on to the next equipment and so on.
2. Apprenticeship training :-
In this method both theory and practical session are conducted. The
employee is paid a stipend until he completes training. The theory sessions
give theoretical information about the plant layout, the different machines,
their parts and safety measures etc. The practical sessions give practical
training in handling the equipment. The apprentice may or may not be
continued on the job after training.
3. Vestibule training :-
4. Job rotation :-
5. Classroom method :-
Various methods are used to train personnel for managerial level jobs in the
company. These methods can be explained with the help of following diagram.
On the job method refers to training given to personnel inside the company.
There are different methods of on the job training.
1. Job rotation :-
2. Planned progression :-
4. Under study :-
5. Junior board :-
This method improves team work and decision making ability. It gives an
idea about the intensity of problem faced by the company. Only promising
and capable junior level managers are selected for this method.
Off the job training refers to method of training given outside the company.
The different methods adopted here are
1. Classroom method :-
2. Simulation :
3. Business games :-
4. Committee :-
5. Conference :-
7. In basket training :-
Process/procedure of training
Preparing trainers
Developing training packages
Presentation
Performance
Follow up
Age group
i. The area of training
ii. Level in the organization
iii. The intensity of training etc.
3. Preparing trainers :-
Once the employees have been divided into groups, the HR department
arranges for trainers. Trainers can be in house trainers or specialized trainers from
outside. The trainers are given details by HR department, like number of people in
group, their age, their level in organization, the result desired at the end of
training, the area of training, the number of days of training, the training budget,
facilities available etc.
4. Preparing training packages :-
5. Presentation :-
On the first day of training program the trainer introduces himself and
specifies the need and objective of the program and then actually stars the
program. The performance of each employee is tracked by the trained and
necessary feedback is provided.
6. Performance :-
7. Follow up :-
1. Reaction :-
2. Learning :-
4. Result :-
2. Reduced supervision :-
3. Reduction in wastage :-
A person, who is totally new to the company, has no idea about its
working. Training helps him to understand what is required from him and
helps him to adjust to the new environment.
When employees are trained and get better career opportunities. The
union starts having a possible attitude about the management. They feel that
the management is genuinely interested in workers development. This
improves union management relations.
The following are the advantages of training program to the employee
2. High rewards :-
3. Increased motivation :-
4. Group efforts :-
Training programs are not only technical programs but are also
conducted in areas like conflict management, group dynamics (formal and
informal groups), behavioral skills, stress management etc. this enables
employees to put in group effort without facing problems that groups
normally face. In other words training teaches people to work in a group.
5. Promotion :-
People who attend training programs learn from them and improve
themselves are generally considered for promotion. Thus training increases
chances of promotion.
Chapter 6 Performance appraisal
Definition :-
7. 360* Appraisal
Traditional method
In this method the senior, the boss is given a list of questions about the
junior. These questions are followed by check boxes. The superior has to put a
tick mark in any one of the boxes
This method can be explained with the following eg.
Y N
Does the employee have leadership qualities?
Y N Is the
employee capable of group efforts?
Y N
2. Confidential report :-
4. Ranking method :-
In this method the serial alternates between the best and the
worst employee. The best employee is given rank 1 and then we move
to the worst employee and give him rank 10 again to 2 nd best employee
and give him rank 2 and so on.
The senior has to put a tick mark for a particular quality along with the ranking.
Such charts are prepared for every employee. According to the
department in which they work. Sometimes the qualities which are judged
may change depending upon the department.
6. Narrated essay :-
Modern methods
These role set members identify key result areas (KRA 2 marks) (areas
where you want improvement are called KRA) which have to be achieved
by the employee. The KRA and their improvement will determine the
amount of incentives and benefits which the employee will receive in future.
The appraisal depends upon what role set members have to say about the
employee.
2. Assessment centers :-
Assessment centers (AC) are places where the employee’s are
assessed on certain qualities talents and skills which they possess. This
method is used for selection as well as for appraisal. The people who attend
assessment centers are given management games, psychological test,
puzzles, questioners about different management related situations etc.
based on their performance in these test an games appraisal is done.
3. Management by objective :-
5. Psychological testing :-
In this method clinically approved psychological test are
conducted to identify and appraise the employee. A feedback is given to
the employee and areas of improvement are identified.
7. 360* appraisal :-
Measuring performance
Comparing performance with standard
Discussing result
Collective action
3. Measuring performance :-
5. Discussing result :-
6. Collective action :-
1. Halo effect :-
In this case the superior appraises the person on certain positive
qualities only. The negative traits are not considered. Such an appraisal will
no give a true picture about the employee. And in some cases employees who
do not deserve promotions may get it.
2. Horn effect :-
In this case only the negative qualities of the employee are considered
and based on this appraisal is done. This again will not help the organization
because such appraisal may not present a true picture about the employee.
3. Central tendency :-
In this case the superior gives an appraisal by giving central values. This
prevents a really talented employee from getting promotions he deserves and
some employees who do not deserve any thing may get promotion.
Some bosses are lenient in grading their employees while some are very
strict. Employee who really deserves promotions may loose the opportunity due
to strict bosses while those who may not deserve may get benefits due to lenient
boss.
In this case the employee is judged +vely or –vely by the boss depending
upon the past performance. Therefore although the employee may have improved
performance, he may still not get the benefit.
Many bosses do not wish to spoil their relations with their subordinates.
Therefore when they appraise the employee they may end up giving higher
grades which are not required. This is a n injustice to really deserving employees.
7. Goodwill and techniques to be used :-
Sometimes a very strict appraisal may affect the goodwill between senior
and junior. Similarly when different departments in the same company use
different methods of appraisal it becomes very difficult to compare employees.
Appraisal involves a lot of paper work. Due to this the work load of HR
department increases. Personal bias and prejudice result in bosses favoring certain
people and not favoring others.