Human Resources Management Plan and Job Aids - Case Study Example

Running head: HUMAN RESOURCE MANAGEMENT PLAN AND JOB AIDS Human Resource Management Plan and Job Aids HRM 240 - Human Resources Management To: Paula Augustyn Axia College of University of Phoenix Total Number of Words: 1,386 Table of Contents 1. Executive Summary ………………………………………………………….. 3 II. Job Analysis …………………………………………………………………… 4 III. Selection Process ………………………………………................................ 5 IV. New Employee Orientation …………………………………………………… 8 V. Training Development Plan ………………………………………………….. 8 VI. Attachments: a. Interview Questions……………………………………………………. 10 b. Script for New Employee Orientation ……………………………….. 11 References ………………………………………………………………………… 12 - 13 Executive Summary A total of four major HR functions will be addressed in this study. In line with this, a documentation that will guide the human resources professionals on how to effectively manage the job analysis, selection process, orientation for new employees, and training proposal that will enable Day Spa to meet the organizational goals will be tackled in details. Job analysis will be used to collect information regarding employees’ duties and responsibilities, required skills, expected work performance outcomes, and the work environment of a given job. Upon gathering the necessary information, the HR manager of Day Spa will be able to develop recruitment plans as well as position postings and advertisement. Job Analysis Process Job analysis process enables the HR manager to examine jobs available and identify the key requirements for the job. This process includes the need to identify job position and duties and responsibilities, the method, tools, and special skills needed for the job, the purpose for performing the job, and the qualifications of the applicants prior to determining the target audience for the job post. Upon completing the job analysis process, HR manager will be able to determine the most appropriate employment procedure such as training and development, compensation offered to the applicants, and performance appraisal which will be used in the process of searching for qualified applicants (See Figure I – Job Analysis Process below). Figure I – Job Analysis Process What the Applicant Does Duties Tasks Responsibilities How the Applicant Perform the Job Methods Tools Techniques Why the Applicant Does the Job Products Services Qualifications of Applicants Ability Social & Non-social Skills Knowledge Physical Demands Upon going through the proposed job analysis process, HR manager will be able to decide whether there is a need to hire new staff or simply choose one of the existing employees to perform the task. By doing so, HR manager will be able to maximize the use of Day Spa’s existing human resources. In case the company needs to hire new employee, going through the job analysis process will enable the HR manager to develop proper training and gather necessary equipments which will be used by the new applicant. Selection Process The proposed selection process includes the initial interview with the job applicants, evaluation of required skills, employment verification and reference checking. Job applicants who would be able to pass all the requirements in the selection process will be given the chance to be a part of the Day Spa Center. (See Figure II – Proposed Selection Process below) Figure II – Proposed Selection Process The interview questions listed in Attachment A includes determining the name of the previous company / employer, respective date of employment and the job title with job description and responsibilities. (Doyle, 2009; Job Interview Questions, 2009b) This question will enable the HR manager to have an idea regarding the type of job the applicant is capable of performing. With regards to the date of employment, this information will enable the HR manager to know whether or not the job applicant could last long with an employer. It also gives employer an idea whether or not the applicant is valuing a sense of loyalty with the company he/she is working with. Asking about the applicant’s expectations with the job will provide the HR manager an idea on idea regarding the type of work environment and salary the applicant is expecting from Day Spa. Given that the applicant’s expectation is too high, it may be wise for the HR manager to simply find another job applicant who is willing to provide the company with the service required for the price the company is capable of spending. Determining the major challenges that the applicant has encountered with his/her previous job would provide the HR manager an idea regarding the applicant’s leadership skills and ability to solve problems on his/her own. (Doyle, 2009) This is one of the most important characteristic that needs to be fulfilled when selecting the best applicant for Day Spa. Likewise, knowing the applicant’s likes and dislikes with his/her previous job would give the interviewee a better judgment whether or not the applicant is suitable for the available job position. It is equally important to know about the applicant’s strength and weaknesses as a person since the ability of the applicant to determine his/her own weaknesses could enable him/her to convert his own weaknesses into strength. Allowing the applicant to narrate something about the way his/her supervisor manages the team members and how the applicant expect the supervisor to lead the team members are some of the most effective ways to determine the ability of the applicant to work with other people. Eventually, knowing the reasons for leaving the previous job and things that the applicant was doing since the last day he/she had a job would somehow let the HR manager know whether or not the applicant was fired by his/her previous employer and whether or not the applicant is determined and focused on finding another job. The proposed interview questions can be used in assessing whether the applicant is fit to the organizational culture. For instance: Day Spa Center requires courteous people to join the team. Given that the applicant reflects a bossy attitude during the interview, it is best for the HR manager not to hire the applicant even though he/she has the necessary skills needed for the job. (See Attachment A – List of interview questions for this position on page 10) To avoid legal problems when selecting a job applicant, HR manager of Day Spa should avoid questions that violate the Equal Opportunity law particularly with regards to the applicant’s age, gender, marital status, nationality, religion, physical or mental disabilities, and sexual preferences (Job Interview Questions, 2009a). To enable Day Spa Center to encourage more competitive applicants to join the team, the business organization will offer base salary which is 10% more than what the usual industry is offering. Aside from the base salary, selected employers will be given the opportunity to earn extra money based on their annual performances, tips from the customers, and other benefit packages including paid leave, insurance benefits, retirement and savings benefits among others (Looking Fit, 2006; Hoi & Robin, 2004). On top of the proposed compensation package, employees will be given the opportunity to work in good working environment with flexible weekly working hours (Hartley, 1976). New Employee Orientation When conducting new employee orientation, HR manager should make it a habit to smile so as to make the new employee comfortable and relax being around Day Spa. Being friendly to new employees would make them feel welcome to be a part of the team. After making them feel welcome to join the team, HR manager should introduce them to people around the working area followed by showing them where they can get the necessary supplies, the work station he/she will be assigned to work, and explaining the specific job that will be assigned to the new employees. Aside from the usual job orientation related to the office policies and procedures, HR manager should also tackle legal issues related to privacy, sexual harassment, and immigration. (See Attachment B – New Employee Orientation Script or Agenda on page 11 Training Proposal The training proposal is designed to encourage new employees to perform well with their job so as to have the opportunity to gain advancement or promotion at work. During the first month of employment, the newly hired employees will have to undergo training process to improve their basic skills necessary to perform the job at the Day Spa Center. After evaluating the job performance of each new employee after a year, they will be given the opportunity to be trained as the future leader within the workplace whenever demand for a new supervisor arises or an advance training that will increase the skills and knowledge of each employee. (See Figure III – Training Proposal below) Figure III – Training Proposal Summary The success of hiring new applicants is highly dependent on the HR manager’s ability to conduct an effective job analysis process, employee selection process, new employee orientation, and training proposal. The inability of the HR manager to perform each of the four major HR task could make it impossible for the HR personnel to hire competitive individuals who could work towards achieving the business organizational goals. *** End *** Attachment A – Interview Questions for Day Spa 1. What is the name of the company of your previous employer, job position, responsibilities, and date of employment? 2. What are your job expectations from Day Spa? 3. What were the major challenges you have encountered in your previous job? How were you able to solve the organizational problem? 4. What were the things you like and dislike about your previous job? 5. Tell me something about your strengths and weaknesses as an employee. 6. Kindly narrate your past working experience with your supervisor and how he/she manages the team members. 7. What is the main reason why you decided to leave your previous job? 8. What have you been doing during the times you were not employed? Attachment B – New Employee Orientation Script or Agenda Legal Issues Responsibility of HR Department Benefits of Addressing the Issue Pitfalls & Challenges that may Occur during the Orientation Privacy Employee privacy is protected by the U.S. Constitution. HR manager should make new employee aware that workplace privacy issue is not only limited to on-the-job employee behavior but also off-the-job behaviors so as to avoid having employees violate the privacy rights within the work environment. Part of the on-the-job privacy issues includes the need to subject new employees to drug tests, property searches, medical testing for obesity and smoking, etc. (HR Magazine, 1992) Other privacy issues that has been passed in the US courts includes those that concerns with: race, ethnicity, sexual orientation, age, gender, social or economic background, and religion. (You can Learn Basic Employee Rights, 2009) Employees within the work place are expected to treat each other with respect, dignity, and appreciation. (You can Learn Basic Employee Rights, 2009) HR manager could reduce the number of legal problems related to privacy issues. Because of the presence of internet technology, it has been predicted that the number of lawsuits related to workplace privacy violation would increase over time. (Raynes, 1997) Sexual Harassment Sexual harassment could negatively affect the work performance of each employee. Therefore, it is the responsibility of the HR manager to remove factors that could intimidate or cause offensive acts against any of the current employees. Reduce the number of sexual harassment within the workplace. Some high ranking employees are the ones violating the law against sexual harassment. Immigration Under the Immigration and Nationality Act of 1952 and the Immigration Reform and Control Act (IRCA) of 1986 which was amended back in 1990, it is illegal to hire foreigners who do not have valid working visa. Therefore, HR managers are responsible not to hire illegal immigrants so as to avoid facing legal monetary charges between US$100 to $1,100 per illegal employee plus additional US$11,000 for violating the law aside from being sentenced to jail for a period of 6 months. (Business Management Daily, 2007) HR manager will avoid violating the law. Some employees may fail to immediately submit all the necessary working requirements to HR manager. References Business Management Daily. (2007, September 10). Retrieved September 5, 2009, from Immigration: Know your Border guard responsibilities: http://www.businessmanagementdaily.com/articles/6520/1/Immigration--Know-your-Border-guard-responsibilities/Page1.html# Doyle, A. (2009). Retrieved September 3, 2009, from Interview Questions and Answers: http://jobsearch.about.com/od/interviewquestionsanswers/a/interviewquest.htm Hartley, J. (1976). Experience with flexible hours of work. Monthly Labor Review , 99(5):41 - 42. Hoi, C.-K., & Robin, A. (2004). The design of incentive compensation for directors. Corporate Governance , 4(3):47 - 53. HR Magazine. (1992, August). Retrieved September 5, 2009, from Privacy issues in the workplace - Visions: http://findarticles.com/p/articles/mi_m3495/is_n8_v37/ai_12868535/?tag=content;col1 Job Interview Questions. (2009a). Retrieved September 3, 2009, from QUESTIONS TO AVOID: http://www.jobinterviewquestions.org/questions/questions-avoid.asp Job Interview Questions. (2009b). Retrieved September 4, 2009, from Past Job Experience Questions: http://www.jobinterviewquestions.org/questions/performance-questions.asp Looking Fit. (2006, May 5). Retrieved September 4, 2009, from The Total Package - Salaries, Benefits And Incentives: http://www.lookingfit.com/articles/671fac102.html Raynes, B. (1997). Review of employee privacy issues: Implications for law enforcement and other public and private sector agencies. Journal of Police and Criminal Psychology , 12(2):19 - 27. You can Learn Basic Employee Rights. (2009). Retrieved September 5, 2009, from Employee Privacy: http://www.you-can-learn-basic-employee-rights.com/workplace-privacy-issues.html Read More