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OPTIMUM UTILIZATION OF HUMAN RESOURCES

Human resource utilization is the extent to which available human resources are deployed effectively for the
maximum achievement of individual, collective, organizational or national goals and objectives.

IMPORTANCE OF HRM

They are in charge of overall recruitment and training of a workforce

 In collaboration with hiring managers of employers, the HR provides leadership

training, teamwork management, scheduling assistance, a systematic hiring
process, recruitment planning processes, interview expertise,
selection monitoring, and more.

Monitors company culture

 Every organization has a distinct company culture. Some organizations say that
HR owns the culture, but as in all other employee relations matters, the
ownership is generally with the management and the employees. HR must also
make sure that the company culture will allow creativity and productivity to
thrive most.

Supervises overall talent management processes

 This is one of the leading functions of the HR dep artment. In collaboration with
other managers, HR is on top of management development, performance
management, succession planning, career paths, and other aspects of talent
management. HR can't do it alone and relies heavily on managers and executive
staff to help plan and execute the strategies. However, HR has to bring new
ideas and effective practices in the organization.

Develops standardized, fair, and strategic compensation plan

 The HR department is knowledgeable in terms of rules and policies involv ing pay
depending on the city, state, or region. This must be applied when trying to
evaluate salary grades for all levels of the organization. They guide managers as
they determine the salary ranges within their organizations.

Finds out, recommends, and i mplements employee benefits and compensation programs
that would help attract and retain superior employees

 HR keeps track of these trends especially regarding employee benefits and

compensation perks. They are also responsible for controlling costs and
considering various options before recommending adoption of such.

Recommends and implements HR strategies in the organization

 HR must always merge the current with future goals. This must be aligned to make
sure that the momentum does not slow down or decre ase at some point. If your
organization is changing direction, developing new products, changing mission,
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vision, or goals, HR must lead the way with employee programs and processes.
They must supervise with expansion and growth in mind at all times.

Ensures an active workplace environment complete with events, celebrations, field trips,
celebrations, and team building activities

 HR should be able to actively engage and keep employee s nurtured and happy in
the work environment. HR is generally responsible for monitoring the budget
and providing committee oversight in terms of these activities planned and
implemented in the calendar year.

Be proactive in terms of resolving issues or conflict within the organization or mapping out
an effective approach to enhancing work productivity in the workplace

 Conflicts are part of any healthy and robust organization. Not everyone would feel
the same way with each other, but they need to develop effective working
relationships for contributions and productivity. HR can help by knowing the
players and taking on the necessary role of advocate, coach or mediator.

The importance of HR is easily overlooked in the organization especially in the busy day-to-day
hustle and bustle in the workplace, but without effective human resource management
contributions in each of these areas, the organization would not be able to achieve its fullest
potential and expand its horizon.

Think of talent management as a business strategy that will help you retain exceptional
employees. For effective talent management, every aspect of recruiting, hiring, and developing
employees is affected positively.

Every HR department has its eyes set on providing every company t he best services and systems
that would work to drive not just profit but team synergy. The goal of talent management is
a superior workforce. Here are systems that the organization must include for best practices in
talent management.

3 HUMAN RESOURCE MGT RESPONSIBILITIES N D ORGANIZATION:INTEGRITY, ADVISORY &

DEVELOPMENTAL

Integrity is one of the fundamental values that employers seek in the employees that they hire. It is the hallmark
of a person who demonstrates sound moral and ethical principles at work. Integrity is the foundation on which
coworkers build relationships, trust, and effective interpersonal relationships.

Advisory Role: HRM advises management on the solutions to any problems affecting people, personnel
policies and procedures.

Human Resource Development (HRD) is the framework for helping employees develop their personal and
organizational skills, knowledge, and abilities. HRD is one of the most significant opportunities that employees
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seek when they consider you as an employer. The ability, and encouragement, to continue to develop their
skills help you to retain and motivate employees.

5 MANAGEMENT FUNCTIONS

Managerial Function Includes:

1. Planning - One of the primary function where number & type of employees needed to accomplish
organizational goals are determined. Research forms core HRM planning which also helps management to
collect, analyze and identify current plus future needs within the organization.

2. Organizing- Organization of the task is another important step. Task is allocated to every member as per their
skills and activities are integrated towards a common goal.

3. Directing- This includes activating employees at different levels and making them contribute maximum
towards organizational goal. Tapping maximum potentialities of an employee via constant motivation and
command is a prime focus.

4. Controlling- Post planning, organizing and directing, performance of an employee is checked, verified and
compared with goals. If actual performance is found deviated from the plan, control measures are taken.

5 OPERATIVE FUNCTIONS

Operative Function Includes

1. Recruitment/Hiring- Hiring is a process which brings pool of prospective candidates who can help
organization achieve their goals and allows managements to select right candidates from the given pool.

2. Job Analysis & Design- Describing nature of the job like qualification, skill, work experience required for
specific job position is another important operative task. Whereas, job design includes outlining tasks, duties and
responsibilities into a single work unit to achieve certain goal.

3. Performance Appraisal- Checking and analyzing employee performance is another important function that
human resource management has to perform.

4. Training & Development- This function allows employees to acquire new skills and knowledge to perform
their job effectively. Training and development also prepares employees for higher level responsibilities.

5. Salary Administration- Human Resource Department also determines pays for different job types and
incudes compensations, incentives, bonus, benefits etc. related with a job function.

6. Employee Welfare- This function takes care of numerous services, benefits and facilities provided to an
employee for their well-being.
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7. Maintenance- Minimizing employee turnover and sustaining best performing employees within the
organization is the key. Minimizing ROI within HR department is also a key goal for Human resource
management team.

8. Labor Relations- Labor relation is regards to the workforce who work within a trade union. Employees in
such domain form a union/group to voice their decisions affectively to the higher management.

9. Personal Research- Research is a vital part of human resource management. It is performed to keep a check
on employee opinion about wages, promotions, work condition, welfare activities, leadership, employee
satisfaction and other key issues.

10. Personal Record- This function involves recording, maintaining and retrieving employee related
information including employment history, work hours, earning history etc.

HUMAN RESOURCE PLANNING 2 IMPORTANCE

1. Future Manpower Needs

Human resource planning ensures that people are available to provide the continued smooth operation of an
organization. It means, human resource planning is regarded as a tool to assure the future availability of
manpower to carry on the organizational activities. It determines the future needs of manpower in terms of
number and kind.

2. Coping With Change

Human resource planning is important to cope with the change associated with the external environmental
factors. It helps assess the current human resources through HR inventory and adapts it to changing
technological, political, socio-cultural, and economic forces.

3. Recruitment Of Talented Personnel

Another purpose of HR planning is to recruit and select the most capable personnel to fill job vacancies.It
determines human resource needs, assesses the available HR inventory level and finally recruit the personnel
needed to perform the job.

4. Development Of Human Resources

Human resource planning identifies the skill requirements for various levels of jobs. Then it organizes various
training and development campaigns to impart the required skill and ability in employees to perform the task
efficiently and effectively.

5. Proper Utilization Of Human Resources

Human resource planning measures that the organization acquires and utilizes the manpower effectively to
achieve objectives. Human resource planning helps in assessing and recruiting skilled human resource. It
focuses on the optimum utilization of human resource to minimize the overall cost of production.
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6. Uncertainty Reduction

This is associated with reducing the impact of uncertainty which are brought by unsudden changes in processes
and procedures of human resource management in the organization.

5 IMPORTANT ROLES THAT HR MANAGER MUST POSSESS TO CARRY OUT HIS FUNCTIONS
WELL

5 Essential Human Resource Management Skills

1. Organization. One of the most important human resource management skills you must have to successfully
work in HR is organization. ...

2. Negotiation. …

3. Problem Solving and Conflict Management Recommended for You. ...

4. Communication. ...

5. Multitasking.

IDENTIFY 5 FACTORS/CRITERIA/PARAMETERS TO BE CONSIDERED IN PROMOTION

1. Experience in the job or tenure.

2. High performance level in [two] recent review cycles.

3. Skillset that matches the minimum requirements of the new role.

4. Personal motivation and willingness for a change in responsibilities.

5. To determine promotions, a company will typically review:

6. Attendance. An employee must be at work and punctual, at a minimum, to be considered for a promotion.

7. Performance. Does the employee meet their job responsibilities in a timely manner? Past performance
reviews will indicate how an employee is doing in terms of their job responsibilities. If uncertain, an employee
should seek feedback from their manager.

8. Attitude. Is the employee easy to work with? Though this is less quantifiable, it is essential. Does the
employee work well with other employees and managers?

9. Leadership abilities. Does the employee show an aptitude for leadership? Do they learn quickly and adapt to
new responsibilities? How do they respond to challenges? Do they accept and integrate feedback?

4 IMPLICATIONS OR IMPORTANCE OF A WELL ORGANIZED SELECTION PROGRAM OF

EMPLOYEES IN A COMPANY
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1. Minnimizes employee turnover, Finds reliable and fit employeesof the job

Target successful recruitment is a direct reflection of the validity and professionalism of your business.
Employing the right people for your business is the most important part of your organization. It is essential to
have a good recruitment process to attract the right kind of employees for your business needs. Your
recruitment process should be cost effective as well as time effective. Recruiting and training can be expensive
and time consuming so when you are recruiting, make sure that you are making the right choices.

A good recruitment process can minimize the time involved in the searching, interviewing, hiring and training.
It can streamline these processes and make your search for viable candidates much more efficient. It is very
important to build a positive image to your customers, peers and competitors.

It is essential to list the skills your new hire will need to fulfill his/her duties. To get better and successful
results in your recruitment process, promote specific criteria that are relevant to the job. Always evaluate your
candidates skills thoroughly for the position that you are hiring for Knowledge, Skills and Ability “KSAs,” this
is a great evaluative tool for hiring the right candidate for your business. Obviously, there is no guarantee that
your selection will be correct, but you can do all that you can to reduce your risks and maximize your potential
to hire the right candidate.

You can find good, qualified, reliable employees for your company if you have a successful hiring process.
Make sure to follow an organized recruitment path and you will find candidates that will prove to be great
assets to your business.

FOUR-FOLD TEST TO DETERMINE D PRESENCE OF EMPLOYER-EMPLOYEE RELATIONS, OF D 4,

WHICH IS MOST IMPT. & WHY

the control test is generally regarded as the most crucial and determinative indicator of the presence or absence
of an employer-employee relationship. Under this test, an employer-employee relationship is said to exist
where the person for whom the services are performed reserves the right to control not only the end result but
also the manner and means utilized to achieve the same.

Still not convinced? Let’s dive deeper and see why training is so important for companies:

5 SITUATIONS WHY & WHEN DOES A COMPANY TRAIN ITS EMPLOYEES

5 Reasons for Training Employees:

1. Increase productivity:

Companies can lose money with every mistake employees make. Call center operator didn’t follow the script
with a customer? New sales rep couldn’t pass the gatekeeper? Marketing analyst doesn’t know Excel functions
and wastes his time? That happens all the time. If your employees are properly trained, their personal
productivity and the company’s income will increase. Improved production quality, advanced business
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communications, increased sales productivity, better service—all this can be achieved through staff training and
development, offline and online.

2. Save company knowledge:

Are you keeping under-performers in your company only because of their “unique” knowledge? Personnel
shouldn’t be the only knowledge source and carrier. If it is, the valuable information disappears from the
company along with the leaving employees, or spreads being substantially garbled. Treat knowledge better and
stop being a hostage of your “old-timers”: create databases, online courses with exams (on your product, on
typical client objections, etc.) and video tutorials (on advanced features of your product, how to input data into
CRM, etc.)

3. Align business processes:

All employees have different backgrounds. In many cases, this leads to creation of a “Frankenstein monster”
instead of the product you planned. Without clearly defined and explained procedures, employees waste a lot of
time on unnecessary activities. You need to guarantee that all staff members stick to the same standards (e.g.
answer all emails in 24 hours) and apply the same tools and techniques. Create online courses with instructions.
A lot of simple tools exist that allow making a course based on the PowerPoint presentation in 5-10 minutes.

4. Quick and quality onboarding:

The worst (but still popular) employee enrollment strategy is to leave them to sink or swim without any
guidance. If you don’t train new hires, you not only risk eroding your company standards, but also establish no
basis for further performance management. Develop an onboarding course sets that teach your product features,
business processes, sales scripts and customer objections, FAQs. Add tests and exams to ensure the learning
effectiveness. It’s especially crucial for the positions with a high turnover rate like in call centers, fast food,
retail, etc.

5. Higher loyalty and less turnover:

Satisfied employees are productive employees. Training increases the wellbeing of people and reduces
absenteeism, while reducing mistakes and stress in the workplace. According to Kelly Services, 57 percent of
employees value learning new skills at work more than higher pay or career growth. Recruiting new staff is
expensive and time-consuming. It’s much better to train and retain your people in the first place.

2 DIFFERENCES BETWEEN JOB DESCRIPTION & JOB SPECIFICATION

Differences between a job description and a job specification

Content

Job description usually lists out the job title, location, job summary, working environment, duties to be
performed on the job, etc.
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Job specification lists out the qualifications, experience, training, skills, emotional attributes, mental capabilities
of an individual to perform the job.

Measures

Job description measures the tasks and responsibilities attached to the job.

Job specification measures the capabilities that the job holder must possess to perform the job.

Usefulness

Job description offers ample information about the job which helps the management in evaluating the job
performance and defining the training needs of an employee.

Job specification helps the candidates who are applying for a job to analyse whether they are eligible for a
particular job or not.

Benefit

Job description statement helps the organisation to be clear about “Who should do what”.

Job specification statement helps the management to take decisions regarding promotion, bonus, internal
transfers and salary increase.

2 INDICATIONS THAT THE EMPLOYEES U SENT TO TRAINING HAS ACQUIRED SOME

KNOWLEDGE

1. Improved business results

2. Increased productivity and quality of work

3. Employee retention

4. Higher morale

5. Customer satisfaction index

PERFORMANCE APPRAISAL
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Performance Appraisal is the systematic evaluation of the performance of employees and to understand the
abilities of a person for further growth and development. Performance appraisal is generally done in systematic
ways which are as follows:

The supervisors measure the pay of employees and compare it with targets and plans.

The supervisor analyses the factors behind work performances of employees.

The employers are in position to guide the employees for a better performance.

Objectives of Performance Appraisal

Performance Appraisal can be done with following objectives in mind:

To maintain records in order to determine compensation packages, wage structure, salaries raises, etc.

To identify the strengths and weaknesses of employees to place right men on right job.

To maintain and assess the potential present in a person for further growth and development.

To provide a feedback to employees regarding their performance and related status.

To provide a feedback to employees regarding their performance and related status.

It serves as a basis for influencing working habits of the employees.

To review and retain the promotional and other training programmes.

2 IMPOTANCE TO EMPLOYER

1. To keep up records of compensation structure:

It is a sole duty and an objective to keep up all salary structures, compensation packages of bonuses, extra
allowances etc.

It remains helpful during effective performance appraisals review and HR/ immediate bosses easily access to
the details so as to foresee further doable hike in promotion and/ or recompense wise during employee
evaluation period.

The maintaining of records related to employee appraisal evaluation eventually helps to compare the earlier
year’s appraisal with this one and could make out what efforts have been put by the employee this year and in
preceding years.

2. To spot the strengths and weaknesses accurately:

This is the boss who could effortlessly spot out the major strengths and weaknesses of their employee after
working with them within a short span of time.

This is actually needed and essential as well. Because of these things only, supervisors can make out and test
their work according to their yearly performances.
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Person above you must know about their juniors weak and strong points, as it help them only to classify them
accurately.

Employers must spot out the strengthening and weakening part of their members of staff, so that it eventually
makes them strong if they are lacking somewhere in that sphere.

3. To support and appraise the prospective for development:

This is the foremost responsibility of every superior person to keep up uphold of employees in order to keep
record of their performance so that it becomes easier for them to access their performance appraisal during staff
assessment period. This also helps for their future growth and expansion in career as well.

Out looking of potential employees and giving them good yearly hikes also boost up their energy level.
Appreciating them often with proper announcement of their names does support them in future development as
well.

4. Providing feedback to employees about their performance:

This should be the main aim of every boss and HR person to regularly give feedback or opinions to their
employees about the work they do such as

How they can perform better

What should be their major targets

How they can achieve them in limited time provided

What else they can contribute to the company and

How the things should take the shape etc.

Employees should be provided all related comments and responses time to

2 IMPORTANCE TO EMPLOYEE

1. Every employee’s individual performance influences how all the team or even the firm (especially if it is
small) is doing.

2. It clarifies the employee’s role and status in the organization. Some workers like to know where they stand
regarding their job performance and want to see what else (useful) they can do for the company.

3. Self-development is the most important benefit for the employee. Performance appraisal allows you to
provide positive feedback as well as identifying areas for improvement. An employee can discuss and
even create a developmental (training) plan with the manager so he can improve his skills.

4. It motivates employees if supported by a good merit-based compensation system. Best performers get
better pay and benefits packages. Similarly, those employees that lag behind get penalized.
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5. It provides a structured process for an employee to approach the management for discussions, identify
problems, clarify expectations and plan for the future. It lets both manager and employee set up long- and
short-term goals.

PROMOTION

ROMOTION:

The employees are given the promotions to higher posts and positions as and when vacancies are available or
when new posts are created at the higher levels. It is quite common in all types of organizations. It is the
product of internal mobility of the employees due to change in organizational processes, structure etc. It is
better than direct recruitment which satisfy many human resources problems of the organization and helps in
achieving organizational objectives. Promotion means higher position to an employee who carries higher status,
more responsibilities and higher salary.

The higher status and salary is the two most important ingredient of any promotion. It is an advancement of
employee to a higher post with greater responsibilities and higher salary, better service conditions and thus
higher status.

DEMOTION

Demotion is the opposite of promotion. It is a downward movement of employees in the organizational

hierarchy with lower status and lower salary. It is the down warding process and is insulating to an employee.
Demotion is the punishment for incompetence or mistake of serious nature on the part of the employee. It is
serious types of the penalty or punishment and should be given rarely and only under exceptional circumstances
and tactfully.

Demotion may be necessary under the following conditions:

· When the organization reduces activities, officer occupying certain posts are demoted.

· Errors in the promotions already made are corrected through demotions.

· It may be necessary to use demotions as a tool of disciplinary action against erring employees

RE-ASSIGNMENT

Employee reassignment is a common method businesses use to strengthen productivity gaps or diffuse
potential personnel conflicts. Small business management may move employees laterally to increase a worker's
skills and create a more flexible team.

JOB ROTATION & PROBATIORY STATUS

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Job Rotation is a management approach where employees are shifted between two or more assignments or jobs
at regular intervals of time in order to expose them to all verticals of an organization. It is a pre-planned
approach with an objective to test the employee skills and competencies in order to place him or her at the right
place. In addition to it, it reduces the monotony of the job and gives them a wider experience and helps them
gain more insights.

Job rotation is a well-planned practice to reduce the boredom of doing same type of job everyday and explore
the hidden potential of an employee. The process serves the purpose of both the management and the
employees. It helps management in discovering the talent of employees and determining what he or she is best
at. On the other hand, it gives an individual a chance to explore his or her own interests and gain experience in
different fields or operations.

In a workplace setting, probation (or probationary period) is a status given to new employees of a company or
business or new members of organizations, such churches, associations, clubs or orders. It is widely termed as the
Probation Period of an employee. This status allows a supervisor or other company manager to evaluate closely
the progress and skills of the newly hired worker, determine appropriate assignments, and monitor other aspects
of the employee such as honesty, reliability, and interactions with co-workers, supervisors or customers.

A probationary period varies widely depending on the business, but can last anywhere from 30 days to several
years. In cases of several years, probationary levels may change as time goes on. If the new employee shows
promise and does well during the probationary time, they are usually removed from probationary status, and may
be given a raise or promotion as well (in addition to other privileges, as defined by the business). Probation is
usually defined in a company's employee handbook, which is given to workers when they first begin a job.