The Role of The Human Resource Department - Essay Example

?Human Resource Management Introduction: The human resource department plays a very important role in the management of the organization’s employees.There are 4 fundamental principles relating to human resources, they are- HRM to incorporate the company policies and procedures which help in achieving organizational objectives and strategies Management of employees is one of the main functions of the human resource department , effective supervision and control is the key to success Organizational culture, organizational climate and managerial behavior should be constantly reviewed and ensure that all the employees and managers accept the changes HRM should help in incorporating and integrating the members of the company to achieve the common goal. (The concept and functions of human resource Management, n.d) I. Organizational Structure Every organization should have an organizational structure with policies, strategies and work allocation which are arranged effectively to achieve a task. The structure of the organization will determine the responsibilities, reporting structure and hierarchy. Organizational structure varies depending on locations, nature of business and people. It helps in arranging people and jobs to meet the requirements of the management. The structure of the organization impacts the workplace culture and employee behavior, motivation, performance, job satisfaction. (About Organizational Structure, n.d) There are 3 different types of organizational structures that are used in fast food companies depending on the size, technology and span of control; they are Bureaucratic Organizational structure: This form is often found rigid and inflexible as they are not accustomed to changes. Network structure Functional Organizational structure (Walter, 2011) Chuck E Cheese is one of the best fast food joints which are not present in the UK. It’s a great place for the kids as there are many attractions such as games and rides. Most of the fast food joints adopt a very traditional organizational structure to their outlets. To establish Chuck E Cheese in the UK, it is best to have a centralized organizational structure where decisions are made by the top management. For chuck e cheese to enter the UK market, it is important to utilize a multinational strategy which helps the company to develop products that would reach the UK market. It helps the company to adapt to the local trends. If chuck E Cheese is to enter the UK market, it is better it practices a decentralized organizational structure where in decision making can be made by lower level management. This provides an opportunity for the top management to focus on other issues as opposed to looking over subunit level details. (Organizational Issues in Strategy, n.d) II. Employee Relations It is very important to have a good employer employee relationship as it helps in communicating issues, views and other requirements. Managers play a crucial role in maintaining good employee relations. The public sector organization considered is the British Council. This organization has well laid staff policies and procedures which includes the following- The employer employee relationship Industrial relations Grievances Discipline Confidentiality and Integrity The supervisors of the British council are given the primary responsibility in managing staff; recruitment; motivation; health safety and staff welfare; recognition and reward programs. At the British Council, the employee relations are based on equality of opportunity. There is a two way communication between the employees and the management. If there has been any deviation in the British Council policy, the reason must be clearly justified to the human resource department. There are number of factors that affect the relationship between the employees and the supervisors such as- Policies and procedures of the company Company’s internal values and standards Contractual agreement Social norms One of the main important employee policies is to provide equal opportunities to all irrespective of caste, sex and religion. The policy also states that there should be fair and equal treatment and opportunity provided to the disabled staff members also. (Employee Relations, 2009) III. Rewards and Recognition Incentives and reward programs is a formal scheme to promote and encourage the employees. It helps in motivating, boosts morale, increase retention, reduce employee turnover and better performance of the team. Rewards program are usually given more attention in the sales department in order to retain and attract more customers. An incentive helps in defining the growth in the organization and this has a direct impact on the productivity and output. This can also be one of the deciding factors for the good employees moving out of the company or staying with the company as every organization would like to retain its best employees. There are different types of rewards that are given for the sales team in an organization. 1. Points Program This is a scheme in many of the companies where the employees can collect points and redeem them for rewards. Points are usually rewarded for various achievements, good employee behavior, achieving sales and so on. This is a system which helps to motivate and improve the organizations turnover and performance. For the sales department, it is usually done to improve profitability, increase sales, enhance scope and develop new territory. (Wikipedia, 2011) 2. Sales Incentive plan Sales Incentive plan (SIP) is a tool which is used in many organizations to encourage motivate and compensate sales professionals to meet their targets and goals. This program is usually for a specific time frame which can either be a fiscal yearend or a quarter. A commission on the sales, new business opportunities is provided to the sales executive apart from the basic salary provided. (Wikipedia, 2011) 3. Monetary Rewards Cash reward is always considered as an effective way of motivating the employees. Providing cash incentives, out of turn appraisals is always considered as best and safe option. For sales employees, percentage based cash incentives are also encouraged for achieving the targets. This not only motivates the staff members but also increases the organizations overall productivity. (Garima, 2011) 4. Non Cash Rewards Companies offer non cash rewards in different ways to their staff members. Providing gift vouchers and certificates, merchandise rewards, holiday travel rewards are some of the non monetary benefits that the organizations provide. (Garima, 2011) 5. Non monetary benefits Some of the companies also provide non monetary benefits especially to the sales team. Some of the non monetary benefits include flexible work time, work from home option, health insurance, training programs, premium contribution and paid sabbaticals. (Wikipedia, 2011) IV. Management Development Programs The management development program provides an opportunity to learn and develop business, management and personal skills. There are many external sources available from general management to focused developmental areas such as leadership courses and workshops. (Management Development Programme)Management development program for a cinema manager would help a person to develop in some areas which would require improvement or more focus, such as: Motivation & Leadership Creativity and Innovation Team building and bonding Ethical management Supervisory ability Good inter personal communication The purpose of management development programs is to develop the knowledge and the skills which would in turn make them more efficient. It is also essential to identify and nurture talent in the right direction. For a newly promoted cinema manager, the management development course would help in Human motivation and relationships play a important role in team management To simulate creative thinking among the assistants which is the most important aspect of cinema making Enhancing managerial and leadership skills will ensure higher and better responsibilities in the future Helps in problem solving Helps in developing better and cordial relationship with the assistants and staff members The program helps in broadening the outlook of managers (Office of Career Development, 2009) For the cinema manager, the most appropriate set up management development programs are given below- 1. Project assignments This is an on the job technique and this method can benefit the cinema manager in many ways. This method helps in studying the problem and finding appropriate solutions. This also helps in learning the inter relationship between different aspects and fields within the cinema field. They also get an opportunity to learn techniques, work procedures and nuances of the work. 2. Multiple management This method helps in the decision making process and is very useful for the managers. This training program provides extensive exposure to problems and issues. It helps in group decision making and team work. It also helps in maintaining better human relations with co-workers. 3. Coaching In this method, the counselor guides the trainees and provides periodical reviews which help them to improve their performance and behavior towards staff members and subordinates. This program is very useful for newly promoted cinema managers as it helps in grooming them as better managers. Coaching helps the managers to develop operating skills, better understanding and interaction between the managers and subordinates. 4. Group discussions Group discussions help the managers to appreciate and take different opinions and discussions. Seminar, group discussions and conferences help them get trained from experiences and also help in building better employer employee relations.(Munesh, n.d) V. Capability procedures Capability process is usually considered if there are adequate concerns over the performance or attendance of an employee. The HR department should first be consulted to ensure it is a capability issue. Capability issue should not be confused with disability. Performance is a function of both motivation and ability. Capability process provides an opportunity to improve by assisting employees to achieve acceptable performance standards. This procedure provides training, development, monitoring and mentoring to those staff members whose performance is not up to the mark. In this process development, dismal will be considered as the last resort if there is no sign of improvement. There are various reasons for an employee’s low performance, some of the factors are- Change in allocation of work, change of work profile Difficult jobs Low aptitude or skill set mismatch Poor attendance due to bad health Personal difficulties and family issues Lack of facilities and support required to improve the employees performance (Munesh, n.d) The role of HR is very essential for providing support, advice and formal training requirements for the employee. Human resource management needs to have written records on the action taken on procedures towards a member of the staff. If there is improvement in the performance or attendance, the HR will document them. (Capability procedures, 2009) There are 5 main ways to overcome this disability and human resource management should ensure that they have at least one of the following in their capability procedure. Retrain: Additional training and coaching provided to the employee. This can be done with computerized training, seminars, conferences, simulation exercise, and in-house trainers. Refit: This procedure is usually done when both resupply and retraining is not sufficient. The managers are required to try different combinations of tasks and responsibilities that can be assigned to the employee. This requires rearranging the job of other people. Reassign: Reassigning responsibilities and different job profiles which would fit the competency of the employee. Resupply: This focuses on providing additional tools and resources to perform the activity. This is a very effective and a quick fix solution in addressing performances. Release: This is usually the last and final option for lack of inability and poor performance even after the capability procedures are followed for a definite time frame. (Dealing with Poor Performance, n.d) Capability procedures help add value to the organizations in many ways. The HR and the organization need to determine the roots of a performance issue. Capability procedures provide an opportunity to help the employee to do better. It creates a positive atmosphere where the employees and the members of the staff feel supported to reach the performance. It also makes them feel valued knowing that the organization is taking an initiative in improving the abilities of the employee Literary References About Organizational Structure, [online] available at http://www.ehow.com/about_5090845_organizational-structure.html [accessed 22nd April 2011] Capability procedures, 2009, Occupational Health Services Dealing with Poor Performance, Lack of ability or low motivation, mindtools [online] available at http://www.mindtools.com/pages/article/newTMM_80.htm [accessed 22nd April 2011] Employee Relations, 2009, Relationship between the British Council and its Employees, [online]The British Council and its Employees, available at http://www.britishcouncil.org/new/PageFiles/6111/Relationship%20between%20the%20British%20Council%20and%20its%20Employees.pdf [accessed 21st April 2011] Garima, 2011, Motivating Employees- Cash or non cash Incentives, available at http://www.businessihub.com/motivating-employees-cash-or-non-cash-incentives/ [accessed 21st April 2011] Munesh K, Executive Development programme, JECRC School of Management, available Executive Development at http://www.scribd.com/doc/16413062/Executive-Development-Programme [accessed 20th April 2011] Management Development Programme, Strathclyde Business School, Glasgow, Scotland Office of Career Development, 2009, Michigan Ross School of Business Organizational Issues in Strategy,[online] available at http://www.mgmtguru.com/mgt499/TN7.htm?#top#top [accessed 22nd April 2011] The concept and functions of human resource Management, Indira Gandhi National Open University [online], http://www.scribd.com/doc/12686796/HRM-Function, [accessed 22nd April 2011] Wikipedia (2011) Incentive Program [online] http://en.wikipedia.org/wiki/Incentive_program [accessed 22nd April 2011] Walter J, 2011, Advantages and Disadvantages of Bureaucratic Organizational Structure, available at http://www.ehow.com/info_7760003_advantages-disadvantages-bureaucratic-organizational-structure.html [accessed 20th April 2011] Read More