Human Resource Portfolio - Essay Example

?Human Resource Management MAN 2145 Human Resource Portfolio Number Table of Contents Introduction …………………………………………………………… 3 HRM defined…………………………………………………………... 3 Job Analysis …………………………………………………………….4 Job Description…………………………….…………………………....5 Job Advertisement……………………………………………………… 8 Performance Appraisal form……………………………………………..10 Reflections ……………………………………………………………….13 Figure 1…………………………………………………………………...11 References………………………………………………………………..14 Appendix…………………………………………………………….,.… 14 Introduction Human resource management demands creative strategies and techniques to value an effective organizational development. Managers must have in-depth knowledge and understanding of workers’ roles and functions to ascertain institutional sustainability and completion of tasks. This depends on the management who can wager transformational leadership within its elaborate operational realm as steward of its human resources (Casio, 1989). As such, HRM conducts analysis to systematically investigate tasks and responsibilities of a job to determine the necessary knowledge, skills, and capacity required to adequately perform the tasks of the job (Stone, 2008). This paper aims to explicate the significance job analysis for the selection and hiring of applicants, for performance management and for empowering workers. HRM defined HRM is a philosophical framework for organizational development although this is diverse in praxis depending on leaders’ paradigm on organizational management (Grant, 1991). This is best understood by examining how an organization is manage using its vision, mission, policies, procedures and internal culture with anent structures that provide system in their coordination and collaborative undertakings to correlate their roles or functions at achieving goals and desired outcomes. The manager ensures proper direction by stipulating clearly the objectives, systems and control for the fulfillment of tasks (Gratton, 1999). As such, there is a wide spectrum of decision-making here pertaining to worker-employer relation to have a harmonious working environment and to attain efficient productivity or output (Gratton, 1999). HRM considers the crucial factors to improve workforce’s intellectual capital since this is significant for company’s competitive advantage (Guest & Conway, 1998). As employees are tasked to implement plans, human resource managers functioned for in-depth job analysis, description, and advertisement before they’d engage the company into hiring and selection process of applicants (Guestet al., 1998). They also fulfill the requirements and needs of human capital and motivate them to complete tasks and optimize their performances for competitive leveraging. Job Analysis Job analysis is a sensitive part of human resource management (HRM). It is a logical process of documenting and analyzing data and information pertaining to job’s nature, content, context, and description that is generally befitting to standards (OPM, 2012; Stone, 2008) and requiring worker’s competence and skills (OPM, 2012). Competence refers to the measurable cognitive capacity, skills, behaviors, character, and resiliency in the performance of one’s role and functions. Nowadays, corporation has strong inclination to hire for applicants which has capacity to multi-function: ability to eloquently communicate, express flexibility in challenging circumstances, expertise in information technology or knowledge management, and ability for transformational leadership (Gratton, 1999). For example, VMG Motor Company is in need of a sales manager in its new company at the Hillside City, job analysis can be undertaken by answering the following questions: Job Description Component Questions Notes Job Identification/Title: What is our job title at work? Do you have an identification number? Sales Manager ID Number 003-111-12 Job Objective What are the causes why this job is offered? Why is our expertise needed? The Sales Manager will be responsible in the general management and performance of marketing and sales of brand new motorcycles. He will have direct authority in managing a sales team and exercise business leadership for the company to achieve maximum profitability and growth, consistent to the company’s vision and mission. The Sales Manager strategically plans and expands the company’s market base in partnership with his sales team. He will also be responsible to the empowerment of his sales team through training, coaching and other alternative measure for education. He must have strong coordination with the account executive. Duties and Responsibilities Please enumerate your roles, functions and accountabilities at work. Using ideation, what are your most important duties responsibilities? These are specific obligations of the worker in the completion of his job. These duties are either managerial, technical, consultancy, administrative, or other related services associated to the post. a. The Sales Manager is responsible in the crafting of business plan and sales/marketing strategy to attain the company’s profitability and goals. b. Reports regularly with the company’s management and attends all meetings. c. Responsible for systematic performance management of the sales team and development of accounting staff. d. In coordination with the management and staff, conducts strategic planning for efficient performance of duties and effective management of the company. e. Pro-actively initiates and coordinate staff in the development of action plans to identify potential market. f. Heads in the implementation of marketing plan. g. Regularly coordinate with the chief accountant and the executive in developing effective communication with co-workers and with costumers to maintain the company’s integrity and customer’s satisfaction. h. Lead in the empowerment and advancement of staff in improving sales performance. Conduct regular monitoring and performance appraisal and constructive feed-backing system. i. Ensure competitive pricing of goods subject to the approval of the executive but ensure maximum profit margin. All of these must be properly documented. j. Responsible in exercising control in the operational and administrative expenses in accordance to approved budgetary outlay for the company. k. Illustrate strong adherence to company’s working policies, system, procedures and business ethics. This should be implemented carefully. l. In coordination with staffs, sales manager must make monthly report to the executive. m. In the exercise of better control, the Sales Manager should maintain quality control as a corporate policy and in accordance to standards prescribed by laws of the state. n. Sales Manager must maintain open communication with the executive and staffs; present reports and developments regularly. o. May delegate authority to staff as necessary. p. Exhibit transformational and charismatic leadership. He must possess business leadership by illustrating good and committed business management. q. Capable of coaching and mentoring with staff. r. Build string relation with community, authorities and with customers. s. Sustain satisfactory client/customer relation through good and skillful interaction. Job Specifications: a. At least five years experience in sales/business management. b. Experienced in marketing management and maintain better supplier relationship management. c. Ability to analyze and read trends and market’s rapid changes and dynamics. d. Has strong willingness to travel for follow-ups and to attend business related trainings. e. With proven competence, motivation and leadership to work in a team with professionals. Reporting and Relationship To whom do you directly report? To whom do you coordinate? To whom do you network? Sales Manager directly reports to the executive. He coordinates with his team in the conduct of strategic planning, regular operational activities, and performance appraisals & monitoring. He networks with business partners, customers, and suppliers. Knowledge What are your acquired knowledge from the academe, experiences and trainings? At least a gradate of commerce or business management with basic know-how on accounting and organizational development Problem-solving What are the problems that you confront at work or in the conduct of business? Some of the problems encountered are rapid changes in the market and trends; forex rates fluctuations, customer management; some hindrances in market base expansion; and sometimes insubordination of staffs and poverty of the community that is affecting sales At such context, the organization needs a person who has marketing skills, customer management expertise, leadership, ability to communicate, has knowledge on basic accounting, experienced in business management, and must be willing to be coached for his advancement. Roles associated to this job are fundamentally about marketing or sales, thus, the person that will be employed must be willing to undertake training on company’s sales policy. The HRM will also opt for a person with no criminal records, of good moral character, competitive, have strong commitment, and who can consider his responsibilities as significant learning process. (Halvorsen, 2012): Job Advertisement For hiring and to attract applicants for the job, the advertisement can be posted in the following: Radio Radio announcement has a wider reach of audience. Information can reach including those villages situated in remote areas. The cost depends on the airing time and prescribed costing of the company. Poster Can be posted in strategic areas where most of the social and economic activities are undertaken. This will cost printing/production. Social Media Facebook, twitter and other websites can reach those inhabitants of online community. Most of those interested in business has social network accounts nowadays. This has minimal cost. It only requires creativity in making the advertisement. Email The company management post the job advertisement via email for those within the executive’s communication network. This has lesser cost. Publication thru Newspapers This permeates a national exposure of the company and gathers attention from newspapers readers. However, the company is only hiring one person, hence, need not be posted in publication with national circulation. This is costly since advertiser needs to pay per inch of advertisement space used. Since there is only one person to be hired by VMG Motor company, the advertisement can just be emailed or be posted on social networks. The advertisement however must concisely and briefly state the need of the company for a sales manager based on the description the nature of the job. The crucial key to job advertisement is to know the audience sought for and to compel them to apply for the opportunity and get them to work. Below is a sample image that can be posted online or in a social network. Figure 1. Sample of a job advertisement. Performance Appraisal form Performance appraisal form details some variables that can be utilized as measures in the determination of the performance of an employee. These appraisal forms is either ranking, grading, graphic scales, critical incidents, behaviorally-anchored rating scales, behavior-observation scales, or essay description (Woods, 2012, Rice, 1985 & Legge, 1998). Ranking rates an employee from best to worst (Woods, 2012). While this is a simple appraisal method but this isn’t inclusive on job responsibilities (Woods, 2012). Behavior-anchored rating uses the scale of 1-10, which mean poor to excellent, in rating employees based on critical incidents (work related events), however, successful business operations do not rely on workers behaviors alone but also about the company’s level of profitability (Woods, 2012). Graphic rating scale rank workers from 1 to 5 which may include quality of skills, performance behavior, relation, knowledge on job, attendance, reliability and the like (Woods, 2012). Below is an example of graphic rating scale which is generally used for performance appraisal which can be design to fit what the management intends to measure. This is preferable because it’s evaluator-friendly. Name Job/Position Title; Year/Period Covered: Time in Position: Appraisal date and Time Appraiser Reason for appraisal: ____ Annual ______ Promotion Other ___________________________________ Section A. State your understanding of your roles, duties, accountabilities/responsibilities: Section B. Rates if Employee Does not meet expectations Somewhat met the expectation Needs improvement Meets expectations Exceeds expectations Quality of skills performance 1 2 3 4 5 Quality of knowledge application 1 2 3 4 5 Quality of relations with co-employees 1 2 3 4 5 Quality of relation with management and ethics 1 2 3 4 5 Quality to respond to customers concerns & queries Quality of Organizational Development & Management 1 2 3 4 5 Figure 2. Graphic scale for performance appraisal (Woods, 2012). The figure is an example of graphic rating scale which is generally used for performance appraisal. This can be redesigned fit what the management intends to measure. This is preferable because its evaluator friendly. Narrative essay, on the other hand, is a tool of evaluation that requires evaluator to write his/her observation (Woods, 2012). Reflection in job analysis and description Job analysis and description correlate so much with each other. This is integral in human resource management and truly necessitate ample time of reflection because these is where expectations and accountabilities are drawn between the management and the employee. I come to note that doing an analysis should be drawn from the perspective of the management to ascertain that required skills, knowledge and attributes from the worker is derived holistically. I also realize that this is significant because performance review and evaluation are drawn from these instruments. I also learn that there are wide array of methods and process in hiring and selecting an employee based on standards. I further learn job analysis and job description are foundation for performance evaluation of an employee. In popularizing a vacant job, advertisement is the best method. This can be done using radio, social media, print and social media. Others do this via posting of posters. In this era of socialized communication, advertisement can be easily and cost-efficiently put across using social networks and emailing system, especially if there are only one or few persons to be hired. The advertisement information should be done with brevity but must already encapsulate the requirements and attributes of person that must be hired. References Casio (1989). Managing Human Resources: Productivity, Quality of Work Life, Profits. McGrawl-Hill, New York, pp. 333-334. Drucker, P., (1955) The Practice of Management, Heinemann, London. Gannon, M., (1995) Personal development planning, in The Performance Management Handbook, ed. M Walters, Institute of Personnel and Development, London. Grant, R.M. (1991) The resource-based theory of competitive advantage: implications for strategy formulation, California Management Review, 33(3), pp. 14-35. Gratton, L.(1999). Strategic Human Resource Management, Oxford University Press, Oxford. Gan, M. & Kleiner, B., H. (2005). How to write Job Descriptions Effectively. Management Research News, 28(8), 48-54. Guest, D. E.,& Conway, N., (1998) Fairness at Work and the Psychological Contract, Institute of Personnel and Development, London. Guest, D. E., And Conway, N., (1997) Employee Motivation and the Psychological Contract, Institute of Personnel and Development, London. Harrison, R., (1997). Employee Development, 2nd Edition, Institute of Personnel and Development, London. Halvorsen, R. (2012). Sales Manager Job Description Example. Sales Career Online. http://www.salescareersonline.com/articles/article_08132006_2.html Accessed: May 5, 2012 Legge, K., (1998) The morality of HRM, in Experiencing Human Resource Management, ed. C. Mabey, D. Skinner and T. Clarke, Sage, London. Rice, B., (1985). Performance Ratings—Are they worth the trouble? Psychology Today, p. 30. Nicolescu, O., (1998). Strategic Firm Management, Editura Economica, Bucuresti, p. 37. OPM, (2012). Job Analysis. http://www.opm.gov/hiringtoolkit/docs/jobanalysis.pdf Accessed: May 4, 2012. Stone, R., J. (2008). Managing Human Resources (2nd ed.). Milton, Qld: John Wiley & Sons Australia, Ltd. Woods, R. (2012). Evaluating Employee Performance. In: Managing Hospitality Human Resources. https://www.imcea.org/cmce/chapter20.pdf Accessed: May 5, 2012. Woods, R., (1990). When servers meet customers. Hospitality Research Journal. Vol 14, no. 2, pp. 539-552. Appendix: Notes of Job Analysis Interview Read More