Human Resource Management

1.1 HRM: An Overview Human Resource Management (HRM) is the process of managing people in organizations in a structured and thorough manner. It will covers the fields of staffing (hiring people), recruitment, selection, induction, retention of people, pay and perks setting and management, performance management, change management and taking care of exits from the company to round off the activities. HRM encompasses the management of people in organizations from a macro perspective i.e. managing people in the form of a collective relationship between management and employees. HRM is responsible for the management of workforce or human resources. HRM also responsible for the Recruitment, selection, training, assessment, and rewarding of employees, while also overseeing organizational leadership and culture, and ensuring compliance with employment and labor laws. 1.1.1 Nature Of HRM

1.1.2 Scope of HRM

1.1.3 Objectives of HRM The primary objective of HRM is to ensure the availability of a competent and willing work force to an organization. 1.1.1 Societal Objectives HRM should be socially responsible because they are managing and serving society. So its their responsibility to minimize the negative impact of the demands upon the company and provide the services and benefits to the society in a most ethical manner. 1.1.2 Organizational Objectives HRM is also concern about the organizational effectiveness. They should maintain the workforce as well as the companys mission. HRM plays an important role in serving the organization by doing HRP and matching the goals of the employees & company.

1.1.3

Functional objectives

To maintain the departments contribution at the level appropriate to the organizations needs, resources are wasted when HRM is either more or less sophisticated to suit the organizations demands. Hence, the departments level of service must be tailored to fit the organization it serves. 1.1.4 Personal Objectives

Employees personal objective can be achieved only if their goal resembles their job. Otherwise, employees performance and satisfaction may decline and employees may leave the organization. So HRM will work on the HRP to enhance the individuals contribution towards the organization and also organization will help them in their career growth.

HRM views people as an important source or asset to be used for the benefit of organization, employees and the society. The HRM is emerging as distinct philosophy of management arriving at polices that promote mutuality-mutual goals, mutual respect mutual reward and mutual responsibility. HRM cannot be treated as isolation; lack of organization of human resources is largely responsible for the backwardness of the nation. The term human resources can also be explained in the sense that it is resource like any natural resources. Human resources are also regarded as human factor human asset, human capital and the like. The aim of the personal management is attaining the goals of organization, individuals and society in an integrated approach. Organization Goals may include survival, growth and development in addition to profitability; innovation, excellence etc. individual employeegoal consist of job satisfaction, opportunity, job security, and high salary, attractive fringe benefits, challenging work, pride, status, reorganization etc.

1.2 INDUCTION PROCEDURE

Two current HR buzz-phrases are 'skills shortage' and 'cultural fit'. Together they imply greater difficulty for organizations in recruiting the right people. Furthermore, they indicate that it is imperative to make a serious effort to retain the right people once you have them. At the same time, various studies have shown that the most often the employee turnover happens during the first few months of a new employee is hired.

All this points to the new employee induction process having a significant impact on employee retention and productivity. Induction has moved away from being a formal introductory event based on an 'I talk, you listen' approach. It should be an overall program that takes at least several months and involves many different aspects. An induction program is the process used within many businesses to welcome new employees to the company and prepare them for their new role. Induction training should, according to TPI-theory, include development of theoretical and practical skills, but also meet interaction needs that exist among the new employees. An Induction Program can also include the safety training delivered to contractors before they are permitted to enter a site or begin their work. It is usually focused on the particular safety issues of an organization but will often include much of the general company information delivered to employees. Every organization, large or small, should have a well-considered induction program. Employees who have a well thought-out induction are more likely to stay with the organization. However, designing an appropriate and cost-effective induction package is a complex task. The induction program has to provide all the information that new employees need, and are able to assimilate, without overwhelming or diverting them from the essential process of integration into a team. The length and nature of the induction process depends on the complexity of the job and the background of the new employee. One size does not fit all - a standardized induction course is unlikely to satisfy anyone.

What are we about?? The CULTURE What are the norms and values that matter here? What is our mission and how does each of us participate in it? How do we work? The STRUCTURES What are the procedures, routines and expectations? Who is involved? The RELATIONSHIPS Whom do we serve? How do we interact with our colleagues?

1.2.1

Scope of Induction

The induction process should comprise the following steps: general introduction and welcome to the organization confirming the terms and conditions of employment and processing the necessary paperwork, etc Generic 'compliance' training in areas such as equal opportunity and occupational health and safety. Specific on-the-job training, which aims to assist the employee to attain proficiency in the job as soon as possible.

providing evidence that reassures the employee that he/she has made a good choice of Employer, as developing a positive attitude early on means the employee is more likely to stay promoting self-confidence in the employee (through both job competency and acceptance by others) and commitment towards the organization Acquainting the employee with the organization culture that is the various unwritten rules, behavioral standards, and interactions etc that determine how the organization runs day-to-day. This is a very important, but often overlooked, aspect of induction, and an area where many induction programs come unstuck. Providing background information about the organization policies, procedures, employee benefits etc but give careful thought to how you do this and avoid information overload.

1.2.2 Induction Procedure Structure The induction program can be divided into four elements: The job The department The Directorate The Corporation

i)

The Job

The job itself is central to the induction process, as every employee wants to know how to start their work soon. Managers should give the new employee a copy of the job description and explain how the job fits into the structure of the department. Managers should ensure that the employee understands how performance will be appraised and how it links to pay. Training specific to the job can be an important part of induction. There may be training and development needs that were identified in the selection process. Wherever necessary, an appropriate training and development activities should be arranged. ii) Department

Employees need to become familiar with the infrastructure of the department in which they will be going to work. It is of immense practical value for the new employee who is keen to become immersed in the job. The employee should be provided with organization charts and key contacts which are relevant to the role. Managers should consider for nominating a mentor to the new employees. In the initial period, for the new employees mentor will act as the first person to contact for advice and information. A mentor may be any colleague who is knowledgeable and will be sensitive to the problems faced by the new starters. The choice of mentor will be especially important for disabled staff or those from ethnic minorities. The mentor role will not normally need to last for more than a few weeks. However, in the case of a trainee position, the mentor role may usefully be extended over a longer period and is likely to be a more senior employee who can offer professional/technical support as well as the more routine advice appropriate for a new starter.

iii)

Directorate

At this level, a detailed product, organization and business information should be provided to the new employee. Relevant promotional and communication information should also be provided. The new employee will need to know the key contacts for the job, beyond the immediate Department and managers should arrange for appropriate meetings at the earliest opportunity. iv) Corporate

All new starters are given an induction pack which includes details of their terms and conditions of employment. 1.2.3 Categories of Inductions

General Induction

Special Induction

1. General induction This refers to the introduction of new employee to the organizations settings. Top management may involve in this step and they may address to all the recruited new employees at once as a group, not individually. 2. Special Induction This refers to the introduction of the new employee with their job and job environment. Immediate supervisors, field expertise, co workers/ peers and sometimes subordinators may also involve into this category. At this stage new employee might solve his/her problems, which are relating to his/her works.

1.2.4 The Purpose of Induction The purpose of induction is to ensure the effective integration of staff into or across the organization for the benefit of both the parties. A good induction program contains the following elements:

Orientation (physical) - describing where the facilities are available. Orientation (organizational) - showing how the employee fits into the team and how their role fits with the organizations strategy and goals. An awareness of other functions within the organization, and how the employee fits within those functions. Meeting with key senior employees (either face to face or through the use of technology). Health and safety information its a legal requirement. Explanation of terms and conditions of the company.

Details of the organizations history, its products and services, its culture and values. A clear outline of the job/role requirements.

1.2.5 Specific Types of Inductions Procedure Organizational induction Departmental Induction Job induction Human Resource Induction a) Organizational Induction: This is means the new employee is oriented to Vision, Mission, Goals, Strategies, Organizational Setup ad history and current states of the organization. b) Department Induction: This means the new employee is oriented to the particular department where he or she will have to perform. c) Job Induction: the new employee is oriented to the job he/she is supposed to perform. He/she should learn the duties, responsibilities, working conditions of the job. d) Human Resource Induction: the new employee is introduced to all the personnel with whom he/she will have to interact frequently.

1.2.6 What happens without an effective induction program?

New employees get off to a bad start and never really understand the organization itself or their role in it. This may lead to:

poor integration into the team low morale, particularly for the new employee loss of productivity Failure to work to their highest potential.

In extreme cases, the new employee leaves, either through resignation or dismissal. Early leaving results in: Additional cost for recruiting a replacement. Time been elapsed.

Lowering of morale for the remaining staff.

Detriment to the leaver's employment record. Damage to the company's reputation.

1.2.7 HRs Role in Induction Although the induction of a specific employee is the line managers responsibility, HR is responsible for the companys induction policy and for developing and evaluating the full range of induction program and courses. HR people are increasingly recognizing the value of developing an employer brand. This involves careful consideration of the employee experience from their first contact with the organization through the employment lifecycle. In many cases, this has led to a focus on the on boarding and induction process to ensure it effectively reflects the employer brand and the values the organization is promoting. It is important, therefore, to ensure that the induction process reflects the values and culture of the organization.

1.2.8. The Induction Process The structure of an induction course depends not only on the size and nature of an organization but also on the type of recruit. The process begins at the recruitment stage and continues into employment. New recruits need to know the organization, the culture and the people, and their role. Ideally, all new employees should receive an individual induction program that reflects their specific needs. For a large company, this program would be a combination of one-to-one discussions and more formal group presentations, which may be given within an induction course. The line manager is responsible for a new recruit's induction, but would not be expected to cover all the elements personally. A typical allocation of induction tasks could be:

Line manager/supervisor: explain the departmental organization, the requirements of the job, the purpose and operation of any probationary period and the appraisal system

HR: could provide a welcome to the new recruits into their organization.

Safety officer: explain health and safety issues.

Section supervisor or a nominated colleague: provide an escorted tour of the department and introduce fellow workers; then give day-to-day guidance in local procedures for the first couple of weeks.

Senior manager(s) and/or HR: give an overview of the organization, its history, products and services, quality system and culture.

Training officer (or line manager): describe available training services, and then help to develop a personalized training plan. Provide details of other sources of information during induction such as the company intranet or interactive learning facilities.

Company representatives from trades unions, sports and social clubs, etc: give the details of membership and its benefits.

Mentor or 'buddy': sometimes inductees are allocated with a colleague, not their immediate line manager or anyone from their personnel function, which will help them to speed up the settling-down period.

1.2.9 An Induction Checklist Regardless of whether there is a formal induction program co-ordinate by HR or a less formal program run by managers, it is important to keep a checklist of the areas of induction training received, ideally countersigned by the individual. This will ensure that all the employees should receive all the information they need. This checklist can be a vital source of reference later in employment.

Pre-employment

joining instructions conditions of employment company literature emergency exits evacuation procedures first aid facilities health and safety policy accident reporting protective clothing specific hazards policy on smoking site map - canteen, first aid post, etc. telephone system computer system organization chart - global organization chart - departmental company products and services security pass car park pass security procedures Official Secrets Act Data Protection Act/ Freedom of Information Act absence/sickness procedure working time, including hours, flexi-time, etc arrangements for breaks holidays/special leave probation period performance management system discipline procedure grievance procedure Internet and email policy pay - payment date and method tax and national insurance benefits pension/stakeholder pensions expenses and expense claims training plans training opportunities and in-house courses Personal Development Plan career management background mission statements quality systems customer care policy

Health and safety

Organization

Terms and conditions

Financial

Training

Culture and values

1.2.10 Induction Trainer Guidelines a) give your details to the trainee, to get hold of you by any method they choose - telephone, email, face to face. b) Provide training materials, at least a quick reference guide - ideally a full manual explaining the task. c) Call back regularly, to check on progress. Just because you haven't hear from them doesn't mean they are okay - they may just be the type of person who doesn't like asking questions. d) Ask your manager for sufficient time to carry out your role effectively - point out you need to provide training materials and be available with the answers of the questions at short notices. e) Consider asking to attend a "train the trainer" course, if conducting an induction program is something you enjoy and would like to make it a bigger part of your role. Once the employee has completed their induction program, ask for feedback on how they felt it went. What could be done to improve the procedure for future staff?

1.2.11 Importance of Induction Program in Retention of Employees "What will happen if we do not train new recruit in the organization and they stay on". While keeping the above statement in mind, think the importance of induction program.

Induction training is very essential for any company because it helps an individual/new recruit to grow within a company and motivates him/her. It inculcates in the employee, more confidence to progress. It is during induction that a new recruit gets to know about the organization's employment philosophy, physical work environment, employee's rights, employee's responsibilities, organization, culture and values along with key business processes. A new entrant should culturally fit in an organization. Interaction at this stage shapes an individual's disposition and outlook for work and motivation levels. The importance of induction cannot be underestimated. 1.2.12 Impact of Bad Induction Program BAD INDUCTION = ATTRITION Bad induction program does not only lead to confusion, stress and de-motivation, but one of the most disastrous effects will be the attrition. Losing a new entrant of staff and having to replace those costs about 25% of their salary/wage. Providing too much, too soon, the inductee must not be overwhelmed by a mass of information on the first day. Bad Induction program generates unreasonable expectations by being more interesting and more exciting than the job itself. 1.2.13 Impact of Good Induction Program GOOD INDUCTION = RETENTION Induction programs help in reducing attrition rates. The first impression is very important when a person comes into a new organization and how you interact with these new entrants plays an important role on how they discharge their duties later. It was found that employees who received an effective induction were more engaged, compared to those who rated the quality of induction as below average. The thought of leaving the organization creeps in at early stage in cases where the induction is not done with passion. A good induction prepares an employee better to compete in fiercely competitive market place, which has a direct impact on the early success and hence motivation, he adds. It is true that only good induction does not keep the attrition away but it plays a big role.

1.2.14 Conclusion In conclusion, getting the induction process right, sets the scene for the remainder of the employment experience. This is a critical phase in the employment process. Induction programs should be implemented in a structured manner and applied uniformly across the organization. Best practice involves a very structured approach to the induction process. 1.2.15 Requirements

All employees, whether newly recruited or transferred/promoted within the company must be provided with sufficient information about the company, the Directorate, the department and the job to assist their integration into their new position. This is particularly important for people from different cultural backgrounds and disabled people who have physical impairments or learning difficulties. 1.2.16 the Objectives of Induction To build confidence in employee Generate Loyalty within the employee Make the employee acquainted with the job environment Create favorable attitudes within the new employee about superiors, subordinates and the organization Assist the new employee to contribute to organizational success quickly Build confidence about self and the organization

This will make the employee who recruited recently to become a productive one by reducing his/her anxiety that impedes ability to learn and do the job.

Create the feeling of belongings and loyalty within the new employee

Usually a new employee of the organization has little fear about his/her strengths at the beginning, because of the difference of the work culture and the environment. And if he/she signed a long appointment letter which was has all the rules and regulations then he/she might have some of frighten. That fear and the shy of new employee could change by a good induction program. Then he/she may feel that place like his/her home and will adapt to the organization in a short period.

Familiarize the new employee with the jobs and the job environment within a short time

If the new employee takes much more time to understand and adapt to organizational culture and environment, the organization will not have effective outcome from the new employee at the beginning as they expecting. To achieve the expecting level of the outcome, organization also need to support new employee form some kind of contributions. Induction programs and proper training and development programs could consider as that kind of contributions.

Generate favorable attitudes within the new employee about peers, superiors, subordinates and the organization

Attitude is the basic thing that can be change the behavior of a person. If the person developed with good attitudes, he/she will be a valuable person to the organization, and persons like that are thinking about the organization work with same as owners. Induction is giving a chance to move all employees among themselves at the beginning they have joined to the organization.

Assist the new employee to contribute to organizational success more quickly

New employee may not know the organizational objectives and the annual targets. Ineffective induction programs are giving the opportunity to the employee to practice his/her personal agenda at the work place. So then how could organization having the effective outcome from that particular person? It should change. The changing point is induction program. New employee will understand the social responsibility of his/her to the organization. Then it will be helps to have effective and efficient works for the both parties of employee and employer.

1.2.17 Preparing For an Induction a) Before the worker starts

Tell other people that there's a new starter, prepare their working area, organize any equipment necessary and have any documentation ready for them to read. Consider providing them with an information pack about the job before they begin work - see the page in this guide on providing a new starter pack. Prepare an induction checklist including all the items that need to be covered and what needs to be done when. You can plan for the induction to be spread over a period of days or weeks depending on the nature of the job. Make sure that the key people who will be involved in the induction process have been briefed.

Arrange in advance any instruction or training courses needed - egg on your IT systems.

b) Once the worker starts

Ensure that when they arrive they are made to feel welcome. Get one person, ideally their line manager, to take care of a new starter throughout the first day. Make sure they know how any office machinery works, and the location of commonly used facilities - e.g. the post room, stationery store and lavatories. It is a good idea to get new workers to complete some kind of work on their first day. This can help them relate what they are learning to their job. Include informal aspects such as whether the tea, coffee and biscuits are free or whether there is a kitty. Ask for feedback during and after the process to check that you haven't missed anything. You might want to give the new starter a checklist and ask them to sign it to show it has been completed.

1.3 STUDY OF THE INDUCTION PROCEDURE HELD AT THE HIMALAYA DRUG COMPANY. We have studied and analyzed the human resource induction of THE HIMALAYA DRUG COMPANY. Human Resource induction is mainly deals with the employees who are new in the company. The Himalaya Drug Company conducts its overall HR induction program in 2 days. They welcome the new employee with a bouquet of flowers and introduce them to the companys atmosphere, make them aware with the policies, procedures and other benefits. Introduce them with their managers and colleagues. After this, their departmental induction period starts which goes for about a week. Then, company will go for the safety induction and the

retail store induction. In the end of the month, Business Head will get interact with the new employees. Induction Procedure across the World After analyzing many of the companies headquartered across the world, we come to a conclusion that almost every company has adopted the IT connectivity in their Induction procedure. For e.g. Telsico, world vision and Toyota. The format of Induction Procedure what they are using is: 1. Understanding the context in which you are operating.

The Organization Vision, Mission and Core Values Organizations Ethos Organizations Global Structure Defining Organizations stake holders Organizations Local Structure Local culture

2. Your Role

Job Description Performance Objectives Program Turn over details Limits of authority Management structure and staff list Office schedule HR and administration briefing Security Briefing Staff and personal wellbeing Communicating with executive support team and Partnership internally Communicating with external stakeholders Conference calls and Standing Agenda Items

3. Systems

Basic Lotus Notes and Care of Laptop IT connectivity use of equipment Care of Equipment Basic Finance Introduction to Organizations Finance systems How to complete personal finance reports Basic Procedures on procurement and asset management Communications guide who to keep informed Organizations approach to media relations, communications and marketing Understanding your budgets and your commitments Document library database

4. Programming

Disaster Management the integrated approach International Standards Child Protection overview Humanitarian protection in programming-overview

Induction Procedure in Indian Industries Most of the Indian industries use the following format of the Induction Procedure. They are also very much concerned about this program but there is a difference between Indian and global based company. The procedure used by the Indian Industries is:

A participative format that ensures high energy levels and enthusiasm through-out the program. We can learn more about a person in an hour of play than in a year of conversation". Let the conversations flow! Core values of the organization often remain as "just words" when introduced to new joiners in conventional Power point formats. During program design, our team works closely with the client to design activities customized to instill these values in the most effective manner.

"What you hear - you forget, what you see - you remember, what you do - you understand" said Confucius. The programs engage participants through challenges based on the Experiential learning theory, to deliver the same message, but in more engaging and interesting ways. How do we make 1+1 = 3? To make the whole greater than the sum of its parts the secret sauce always is synergy". There is a synergy between the new members in a team that far more is accomplished than the individuals or groups could ever have achieved independently. Developing a team skill will quickly break down barriers between the new members of the team.

Hence, we can conclude that Induction Procedure is almost same inside and outside INDIA but just with a difference of IT CONNECTIVITY.