What is Human Resource? Human resources is used to describe both the people who work for a company or organization and the department responsible for managing resources related to employees. The term human resources were first coined in the 1960s when the value of labor relations began to garner attention and when notions such as motivation, organizational behavior, and selection assessments began to take shape. Human resource management (HRM): Human resource management is a contemporary, umbrella term used to describe the management and development of employees in an organization. Also called personnel or talent management (although these terms are a bit antiquated), human resource management involves overseeing all things related to managing an organization’s human capital. The policies, practices, and systems that influence employees’ behavior, attitudes, and performance. Human resource management is therefore focused on a number of major areas, including: Recruiting and staffing Compensation and benefits Training and learning Labor and employee relations Organization development Due to the many areas of human resource management, it is typical for professionals in this field to possess specific expertise in one or more areas. Just a few of the related career titles for HR professionals include: Training development specialist HR manager Benefits specialist Human resource generalist Employment services manager Compensation and job analysis specialist Training and development manager Recruiter Benefits counselor Personnel analyst There are several important HRM practices: analyzing work and designing jobs, attracting potential employees (recruiting), choosing employees (selection), teaching employees how to perform their jobs and preparing them for the future (training and development), evaluating their performance (performance management), rewarding employees (compensation), creating a positive work environment (employee relations) and supporting the organization’s strategy (HR planning and change management). HRM practices can be valuable. Decisions such as whom to hire, what to pay, what training to offer, and how to evaluate employee performance directly affect employees’ motivation and ability to provide goods and services that customers value. By influencing who works and how those people work, HRM contributes to basic measures of success such as quality, profitability and customer satisfaction.So HRM helps determine the effectiveness and competitiveness of businesses. Competitiveness: A company’s ability to maintain and gain market share in its industry, this is linked to effectiveness. Effectiveness: Is determined by whether the company satisfies the needs of the stakeholders. Human capital: An organization’s employees, described in terms of their training, experience, judgment, intelligence, relationships, and insight. In terms of business strategy, an organization can succeed if it has a sustainable competitive advantage (is better than competitors at something and can hold that advantage over a sustained period of time). Therefore, we can conclude that organizations need the kind of resources that will give them such an advantage. Human resources have these necessary qualities: 1. Human resources are valuable. High-quality employees provide a needed service as they perform many critical functions; 2. Human resources are rare in the sense that a person with high levels of the needed skills and knowledge is not common. An organization may spend months looking for a talented and experienced manager or technician; 3. Human resources cannot be imitated. To imitate human resources at a highperforming competitor, you would have to figure out which employees are providing the advantage and how. Then you have to recruit people who can do precisely the same thing and set up the systems that enable those people to imitate your competitor; 4. Human resources have no good substitutes. When people are well trained and highly motivated, they learn, develop their abilities, and care about customers. It is difficult to imagine another resource that can match committed and talented employees. 5. Responsibilities of HR Departments 6. Responsibilities of HR Departments 7. Responsibilities of HR Departments 8. Responsibilities of HR Departments Responsibilities of HR Departments: Job analysis: The process of getting detailed information about jobs. Job Design: The process of defining the way work will be performed and the tasks that a given job requires. Recruitment: The process through which the organization seeks applicants for potential employment. Selection: The process by which the organization attempts to identify applicants with the necessary knowledge, skills, abilities, and other characteristics that will help the organization achieve its goals. High-performance work system: An organization in which technology, organizational structure, people, and processes all work together to give an organization an advantage in the competitive environment. Maintaining a high-performance work system may include development of training programs, recruitment of people with new skill sets, and establishment of rewards for such behaviours as teamwork, flexibility, and learning. Managing (un)voluntary turnover: It is clear that many managers have been slow to pick up the relationship between retention and organisational performance. To compete effectively, organisations must take steps to ensure that good personnel is motivated to stay in the organisation and low performers leave the company. What needs to be done to retain employees involves compensation and benefits. Involuntary turnover: Turnover initiated by an employer (often which employees who would prefer to stay). Voluntary turnover: Turnover initiated by employees (often when the organization would prefer to keep them). Replacing workers is expensive, and new employee need time to learn their jobs. In addition, people today are more ready to sue a former employer if they feel they were unfairly discharged. Effective human resource management can help the organization minimize both kinds of turnover, as well as carry it out effectively when necessary. Realistic job preview: Background information about a job’s positive and negative qualities - can get around the problem (that the job is misrepresented) and help organizations minimize turnover among new employees. On the whole, the research suggests that realistic job previews have a weak and inconsistent effect on turnover. Realistic job previews are helpful, but have a weak and inconsistent effect on job turnover compared to personnel policies and actual job conditions. Recruiting and selection: Any activity carried on by the organization with the primary purpose of identifying and attracting potential employees. It thus creates a buffer between planning and the actual selection of new employees. Because of differences in companies’ strategies, they may assign different degrees of importance to recruiting. In general, all companies have to make decisions in three areas of recruiting: personnel policies, recruitment resources and the characteristics and behavior of the recruiter. These aspects of recruiting have different effects on whom the organization ultimately hires. Personnel policies influence the characteristics of the positions to be filled. Recruitment sources influence the kinds of job applicants an organization reaches. And the nature and behavior of the recruiter affect the characteristics of both the vacancies and the applicants. Ultimately, an applicant’s decision to accept a job offer and the organization’s decision to make the offer depend on the match between vacancy characteristics and applicant characteristics (see the figure below). 1. Recruitment: the process through which the organization seeks applicants for potential employment. 2. Selection: the process by which the organization attempts to identify applicants with the necessary knowledge, skills, abilities and other characteristics that will help the organization achieve its goals. To reduce a surplus, downsizing, pay reductions, and demotions deliver fast results but at a high cost in human suffering that may hurt surviving employees' motivation and future recruiting. Also, the organization may lose some of its best empoyees. Transferring employees and requiring them to share work are also fast methods and the consequences in human suffering are less severe. A hiring freeze or natural attrition is slow to take effect but avoids the pain of layoffs. Early-retirement packages may unfortunately induce the best employees to leave and may be slow to implement; however, they too are less painful than layoffs. Retraining can improve the organization's overall pool of human resources and maintain high morale, but it is relatively slow and costly. Training: A planned effort to enable employees to learn job-related knowledge, skills, and behavior. Development: The acquisition of knowledge, skills, and behaviors that improve an employee’s ability to meet changes in job requirements and in customer demands. The process of HR planning: Two of the major ways that societal trends and events affect employers are through: Consumer markets: affect the demand for goods and services; Labour markets: affect the supply of people to produce goods and services. Organizations should carry out human resource planning so as to meet business objectives and to gain an advantage over competitors. To do this, organizations need a clear idea of the strengths and weaknesses of their existing internal labour force. They also must know what they want to be doing in the future: what size they want the organization to be, what products and services it should be producing, and so on. This knowledge helps them define the number and kinds of employees they will need. Human resource planning compares the present state of the organization with its goals for the future, then identifies what changes it must make in its human resources to meet those goals. The changes may include downsizing, training existing employees in new skills, or hiring new employees. Goal setting and Strategic Planning: The second step in human resource planning is goal setting and strategic planning. In the goal setting and strategic planning stage, the plans are ideally derived from assessment of Labour Demand or Labour Supply Forecasts and often supplemented by expert judgment. The purpose of setting specific quantitative goals is to focus attention on the problem and provide a benchmark for determining the relative success of any programs aimed at redressing a pending labour shortage or surplus. The goals should come directly from analysis of labour supply and demand and should include a future prediction and a timetable for when results should be achieved. #Selection of Employees: Selection process: Poor hiring practices are costly because there are eroding advantages of strategic HRM practices in terms of planning, job analysis and recruitment, high costs from the perspective of the Resource Based View, there is poor performance of inappropriately selected job candidates, costs associated with dismissal of inappropriately selected job candidates, effects on survivors (demotivating symbolic effects of dismissal of inappropriately selected job candidates), time to look for a new candidates, and loss of or damage to reputation of company. In general, poor selection methods have a profound effect on recruitment and performance. Therefore, careful selection practices are vital. The most important considerations when choosing the selection methods include: that the selection decisions are congruent with the strategic goals of the organization, the selection criteria for the post to be filled, the acceptability and appropriateness of the methods, the abilities of the staff involved in the selection process, the administrative ease, time factors, accuracy, and cost. Moreover, the selection methods should be highly related to the particular job. At most organizations, selection includes the following steps; 1. Screening applications and resumes; 2. Testing and reviewing work samples; 3. Interviewing candidates; 4. Checking references and background; 5. Making a selection. Criteria for evaluating selection methods: Reliability: the extent to which a measurement is free from random error (correlation coefficients); Validity: the extent to which performance on a measure (such as a test score) is related to what the measure is designed to assess (such as job performance); o Criterion-related validity: a measure of validity based on showing a substantial correlation between test scores and job performance scores. Note: the types of criterion-related validity include: predictive validation and concurrent validation; Predictive validation: research that uses the test scores of all applicants and looks for a relationship between the scores and future performance of the applicants who were hired; Concurrent validation: a measure of validity based on showing a substantial correlation between test scores and job performance scores. o Content validity: consistency between the test items or problems and the kinds of situations or problems that occur on the job. Content validation has limitations: a) an assumption is that the person who is to be hired must have the knowledge, skills, or abilities at the same time she is hired. So it is not useable when the person is expected to learn the job. b) Because subjective judgement plays a large role in content validation it is critical to minimise the amount of inference involved on the part of judges. c) Content validation would be inappropriate for assessing more abstract characteristics such as intelligence, leadership and integrity etc; o Construct validity: consistency between a high score on a test and high level of construct such as intelligence or leadership ability, as well as between mastery of this construct and successful performance of the job. Construct validity establishes that the test actually measures a specified construct, such as intelligence or leadership ability, which is presumed to be associated with success on the job. Generalizability: valid in other contexts beyond the context in which the selection method was developed. A selection method also should be generalizable, so that it applies to more than one specific situation. Generalizability is the degree to which the validity of a selection method established in one context extends to other contexts such as different situations, different samples of people, and different time periods. The three contexts include different situations, different samples of people, and different time periods. The aim is to find out whether a selection method is valid in other contexts beyond the context in which it was developed; Utility: the extent to which something provides economic value greater than its cost. Each selection method should have utility, meaning it provides economic value greater than its cost. Utility is the degree to which the information provided by selection techniques enhances the effectiveness of selecting personnel in organizations. It is impacted by reliability, validity, and generalizability. In general the more reliable valid and generalizable the selection method is the more utility it will have. The utility of any test generally increases as the selection ratio gets lower, so long as the additional costs of recruiting and testing are not excessive. Many other factors relate to the utility of a test like the value of a product or service produced by a job, the more value a certain job the more value there is in selecting the best personnel. Utility depends on the job vacancy. If it involves offering a product of high value to the company, then more money will be spent to find qualified applicants; Legality: finally, selection methods should meet the legal requirements for employment decisions. Legality refers to the fact that all selection methods must conform to existing laws and legal precedents. Various acts around the world form the basis of legal standards to which selection methods are judged, and challenges to selection decisions made. Legality and job relatedness go together, which is supported by clear employment laws for all Western European countries. Legal standards pertain to the prevention of discrimination (e.g. sex, race, individuals with disabilities etc). All selection methods should conform to existing laws and existing legal precedents. Three primary laws are most common on the work floor: the civil rights act, the age discrimination law, and the disability act. Structured Interviews: A selection interview that consists of a predetermined set of questions for the interviewer to ask. There are two types: 1. Situational interviews: a structured interview in which the interviewer describes a situation likely to arise on the job, then asks the candidate what he or she would do in that situation; 2. Behavior description interview (BDI): a structure interview in which the interviewer asks the candidate to describe how he or she handled a type of situation in the past. This has the highest validity. Talent management is the systematic attraction, identification, development, engagement, retention and deployment of those individuals who are of particular value to an organisation. This may be through their high potential or because they fulfil critical roles. Talent management includes seven components that, when implemented strategically, combine to keep an organization on the leading edge. Strategic Employee Planning. ... Talent Acquisition and Retention. ... Performance Management. ... Learning and Motivating. ... Compensation. ... Career Development. ... Succession Planning. Job Specifications: A job specification is a detailed description of the role, including all responsibilities, objectives and requirements. A person specification is a profile of your ideal new employee, including skills, experience and personality type. A job specification outlines specific traits a person needs to do the job. Typically, that includes the qualifications, skills and personal traits you need to be successful. Usually, the job specification follows the job description, which describes the job itself and how that job fits within the company. Job Descriptions: A job description contains the following components: job title, job purpose, job duties and responsibilities, required qualifications, preferred qualifications and working conditions. How to answer "describe current job responsibilities" in an interview? Remember the responsibilities listed in your resume. Connect your responsibilities to the ones in the job posting. Use details when explaining your larger and important projects. Describe how you use your skills to benefit the company. A job description is an internal document that clearly states the essential job requirements, job duties, job responsibilities, and skills required to perform a specific role. They are also known as a job specification, job profiles, JD, and position description (job PD). Organizational Chart: Organizational charts are a good way to visualize reporting relationships and team roles in businesses, nonprofit organizations, educational institutions and governments. The type of organization chart you need will reflect on the type of organization you have and what information you want to focus on conveying. Here are four types of organizational charts: 1. Functional Top-Down 2. Divisional Structure 3. Matrix Organizational Chart 4. Flat Organizational Chart Functional Top-Down Hierarchy A functional, top-down organizational chart reflects a traditional business structure. This structure shows the C-Suite at the top, followed by other senior management, middle managers, and so on. The structure is divided into traditional departments like IT, marketing, finance, human resources, and operations based on everyone's functional role in the organization. In such an organizational structure, employees with similar skillsets and specialization are grouped together. However, they often suffer from lack of visibility and communication with other departments. Divisional Organizational Chart A divisional organizational chart reflects a company organized along a product line or specific geography. For example, in a car company the divisions may represent SUVs, sedans, and electric cars. Each division than has it own functional structure like IT and marketing. A company will use a divisional set up like this when one division is sufficiently independent from another, however this kind of structure can also add some accounting and other overhead. Matrix Organizational Chart A matrix organizational chart reflects a company where employees are divided into teams by projects or product lead by a project or product manager, but also report to a functional manager. It shows a company that operates using cross-functional groups instead of vertical silos. A matrix organizational structure can help facilitate better, more open communication and create a flexible, dynamic work environment that can easily shift resources where they're needed, but it can also create confusion and frustration with dueling priorities and supervisors. Flat Organizational Chart A flat organization structure will show few or no levels of management between executives and all other employees. This type of structure empowers selfmanagement and greater decision making ability for every employee. It's most often employed by smaller businesses, but it's not unheard of it even at larger companies. Organizational Chart Uses An organizational chart has five principal uses: 1. To Show Management Structure It shows the management structure of the organization at a glance. It can also show other organizational structures, such as relationships between companies with common or affiliated ownership. 2. To Show Other Organizational Structure Other hierarchies, such as business ownership structures, can be shown using org charts. 3. As a Planning Tool Org charts are used to visualize and plan company reorganizations. 4. An Employee Reference It provides a reference for employees to help them understand their role in the organization, who they report to, and who reports to them. 5. An Employee Directory Adding other information, such as headshots, telephone numbers and email addresses allows the org chart to also function as an employee directory. 1. Management Structure The org chart shows the individual roles and chain of command within the business structure. A well-managed company will function according to this framework, as well. The chart above shows the organizational structure of a video game company. This hypothetical company has four positions that report to the CEO. Office Art Manager Director Director of Technology Director of Operations At a glance you can see that the company is divided into four areas of responsibility. Administration Artwork Creation Programming Production An executive is responsible for each of these areas. An org chart is useful as a valuable management tool. It allows managers to effectively manage goals, develop strategy, and improve interaction between individuals or entire departments. If the org chart structure does not mirror the way the enterprise functions, it points to potential roblems in operating the company. 2. Other Organizational Structures An organization chart can also be used to show other hierarchies, such as corporate entity structure. The chart below shows the corporate structure of a commercial real estate company. Each property is owned by a separate LLC, and all of the LLCs are owned by a holding company. The holding company has also organized a management LLC to oversee property operations. 3. A Planning Tool You can also use an org chart for planning purposes. An example is to visualize alternative ways of organizing a work force. For example, during a planning meeting, the executive committee has decided to move the Office Manager position. Rather than reporting to the Director of Operations/Producer, this job will now fall under the Director of Technology/Lead Programmer. Quick tip: If you are moving a position in an org chart, simply click and grab the box you wish to move, placing it into the new position. You'll note that when you release it, the entire org chart will automatically realign for you. It will look something like this: 4. An Employee Reference Many organizations give a copy of the organization chart to each employee, or make it available on a company intranet. Once an employee finds their position on the chart, they can see immediately who their supervisor is, who their co-workers are, and how they fit into the organization. In a small organization, you can easily print the organization chart on a single page and distribute it this way. In a larger organization the most practical way to share the org chart with employees is with an online copy viewed with a web browser. An Employee Directory Whether you are new employee in a small organization, or any employee in a larger organization, an org chart can serve as a directory to the other employees. Adding headshots is a great way to allow people to use the org chart to "put names with faces." An organization chart makes it possible to find the name of the person responsible for a particular function. For example, it you want to know the name of the VP of sales' assistant you can immediately find it from the org chart. A chart shared electronically can be even more useful. The name of each person in the chart can provide a hyperlink to their email address. Phone extensions can also be included in the chart. Trend Analysis: The Trend Analysis Formula can be calculated by using the following steps: Step 1: Firstly, decide the base year and then note down the value of the subject line item in the base year. Step 2: Next, note down the value of the line item in the current year. Trend analysis is based on the idea that what has happened in the past gives traders an idea of what will happen in the future. There are three main types of trends: short, intermediate- and long-term. Examples of Trend Analysis Examining sales patterns to see if sales are declining because of specific customers or products or sales regions; Examining expenses report claims for proof of fraudulent claims. Forecast revenue and expense line items into the future for budgeting for estimating future results. HRIS: A HRIS, which is also known as a human resource information system or human resource management system (HRMS), is basically an intersection of human resources and information technology through HR software. This allows HR activities and processes to occur electronically. In most situations, a HRIS will also lead to increases in efficiency when it comes to making decisions in HR. The decisions made should also increase in quality—and as a result, the productivity of both employees and managers should increase and become more effective. How to Conduct an Effective Interview? Step 1: Design the Interview Step 2: Review the Candidate’s Background Step 3: Establish Rapport Step 4: Ask Questions Step 5: Close the Interview Step 6: Review the Interview Organization and Planning Skills 1. Describe a specific situation which illustrates how you set objectives to reach a goal. 2. Tell me about a time when you had to choose between two or more important opportunities. How did you go about deciding which was most important to you? 3. Tell me how you normally schedule your time in order to accomplish your day-to-day tasks. 4. Describe a situation where you had a major role in organizing an important event. How did you do it? 5. Think about a lengthy term paper or report that you have written. Describe how you organized, researched, and wrote that report. 6. Give an example of how you organized notes and other materials in order to study for an important exam. 7. Describe a time when you reorganized something to be more efficient. How did you do it? 8. Think of a time when you made important plans that were fouled up. How did you react? What did you do? Interaction and Leadership: 1. Tell me about an event in your past which has greatly influenced the way you relate to people. 2. Give a specific example that best illustrates your ability to deal with an uncooperative person. 3. Some people have the ability to “roll with the punches.” Describe a time when you demonstrated this skill. 4. Tell me when you had to work with someone who had a negative opinion of you. How did you overcome this? 5. Recall a time when you participated on a team. Tell me an important lesson you learned that is useful to you today. 6. Describe an instance when you reversed a negative situation at school, work, or home. How did you do it? 7. Describe a situation which best illustrates your leadership ability. 8. Think about someone whose leadership you admire. What qualities impress you? Conducting the Training Needs Analysis: • Strategic Training Needs Analysis • Current Training Needs Analysis • Task Analysis: Analyzing New Employees’ Training Needs • Using Competency Models • Performance Analysis: Analyzing Current Employees’ Training Needs Ways to Identify How Current Employees Are Doing: • Performance appraisals • Job-related performance data • Observations by supervisors or other specialists • Interviews with the employee or his/her supervisor • Tests of job knowledge, skills, and attendance • Attitude surveys • Individual employee daily diaries • Assessment center results • Special performance gap analytical software Employee Compensation, Incentive, and Benefits Strategies: Most companies want to hire the most qualified employees and keep those employees loyal and productive. To attract and keep their best employees, companies provide a “package” that includes compensation (money), incentives (special perks or rewards for good work), and benefits (valuable options such as health insurance and paid vacation). Because each employee is unique, larger corporations offer a wide range of mixand-match options to suit individual needs and preferences. As a manager, you may have the option of offering your team members specific incentives based on their type of work and particular areas of interest and need. Compensation: Compensation is just another word for wages. Managers work with human resources to set and raise wages based on a number of factors: Competitive analysis (what are people in similar jobs making per hour, week, or year?). Cost of living (it’s more expensive to live in New York City than, for example, in most rural areas). Labor negotiations (if the person is a member of a labor union, collective bargaining may apply). Personal qualifications (Audrey may command a higher salary than Joe because she has more years of experience or a higher level of education). Supply and demand (if your company must find a person with specific qualifications and there are very few people with those qualifications, your company may need to spend more to attract qualified candidates). As a manager, you may need to negotiate compensation both within your corporation and with your new hire. For example, you may need to make the case for paying Audrey more than Joe would have demanded by explaining why Audrey’s skills will make a positive difference to the bottom line. The reasons behind compensation are complex; as a manager, you will need to keep your eyes on the competition and changing trends to be sure your employees receive fair and equitable pay. Payroll Management: Compensation is usually provided through a payroll system that manages and records payment of wages to each employee. Payroll systems are set up and managed by HR or by a contracted payroll company. Payroll involves: Collecting employee information such as W-4 and I-9 tax forms and proof of legal work status. Tracking work hours for employees eligible for overtime pay or comp time (extra time off to pay back overtime hours). Record keeping related to payment for benefits and bonuses. Management of state and federal taxes. Incentives: If you want to encourage people to work hard, you should offer them both a reward for good work and a consequence for poor performance. The consequence is often that if you do poor work, you will get fired and lose your income and benefits. But how do you encourage (or incentivize) a person to do their best work? The answer depends on the culture of the business, the needs or preferences of the individual, and the options available. One industry that offers an incredible range of perks and incentives to its employees is software development. Silicon Valley is loaded with companies that provide everything from free food to massages to its employees. Google, in particular, is well-known for making its employees happy and providing resources to lower stress. Free haircuts and dry cleaning, gyms and swimming pools with personal trainers, nap pods, subsidized massages, and on-site doctors are just a few of the perks it offers. Other companies offer completely different kinds of perks. Home Depot, for example, has a terrific on-site childcare program called Little Apron that is good enough to be highlighted by the magazine Working Mother: It’s easy to guess which types of employees would be attracted by foosball (young single men) and which by a childcare program (working mothers and fathers). But there are also incentives that can motivate people with completely different needs and goals. For example: Many companies offer low-cost, fun perks such as catered lunches, free snacks and coffee, and Employee of the Month awards. It’s common for companies to include employees’ families in special events such as picnics, ballgames, and outings. To encourage employees who make direct sales, some companies offer significant incentives for meeting or exceeding goals. For example, Huntington National Bank offered sales teams a program that allowed them to earn points toward an all-expenses-paid trip to the World Series. Some employees are more motivated by opportunities than by “prizes.” For these individuals, it may be more motivating to offer trips to trade conferences and conventions, plum assignments, or inclusion in upper-level meetings. 1974 Employee Retirement Income Security Act (ERISA): The Employee Retirement Income Security Act; The main purpose of ERISA is to protect the interests of employees (and their beneficiaries) who are enrolled in employee benefit plans, and to ensure that employees receive the pensions and group-sponsored welfare benefits that have been promised by their employers. A Simplified Employee Pension Plan (SEP) is a relatively uncomplicated retirement savings vehicle. A SEP allows employees to make contributions on a tax-favored basis to individual retirement accounts (IRAs) owned by the employees. The best retirement plans to consider in 2020: 401(k) plans. A 401(k) plan is a tax-advantaged plan that offers a way to save for retirement. 403(b) plans. 457(b) plans. Traditional IRA. Roth IRA. Spousal IRA. Rollover IRA. SEP IRA. …. THE END….