Human Resource Planning - Essay Example

? Human Resources Table of Contents Introduction 3 Human Resource Planning to determine the desired staffing position for Twinkle Toes Two 3 Job Analysis for designing the specific jobs 4 Job Analysis for the position of Receptionist 5 Job description of a receptionist 6 Recruitment and Selection Process 8 Training and Development Program 9 Conclusion 10 Reference 12 Introduction The project brings forth the conditions in the local childcare centre named “Twinkle Toes Two”. The idea to develop the childcare centre is born out of the fact that there is a high demand for full-day childcare in the town and also the previously established centre named Twinkle Two was extremely successful and satisfactory. There is an urgent requirement to employ staffs in the organization which comprises of qualified childcare workers, receptionists and administrative officers for aspects like bookings, making payments, ordering supplies; cleaners and maintenance staffs too. The project makes a thorough analysis of the firm’s internal HR conditions and requirements based on which it presents certain recommendations. Recommendations put forth are in view of employment of HR planning in the organization, job analysis and developing job designs and descriptions. This is followed by the recommendation of a complete recruitment and selection process for Twinkle Tows Two. Finally a training and development strategy is prescribed for the organization for the development of staffs recruited to perform efficiently in their respective skills. Human Resource Planning to determine the desired staffing position for Twinkle Toes Two Before the development and application of any strategy human resource planning is required. This is because it is crucial to make an analysis of the present and future expected business conditions in order to ensure the organization’s success. The company is required to ensure that it has the right staff strength and quality to meet its business objectives amidst the changing external environment. Some of the areas which require analysis are supply forecasts for qualified workers, expected demand for childcare facilities and services, required skills in the organization and available skills in the labor market, compensation structures in the industry, etc. Since a number of staffing problems were encountered during the previous establishment it is expected that staffing would require extra analysis and focus this time, which would consequently require a thorough human resource planning strategy for the organization. Moreover the organization seeks to keep facilities for accommodating 10 babies under the aged below one year, 10 children between one and three years, and fifteen children between three and six years of age. There are also long term plans of school holiday programs for children between six and nine years of age. Thus there is requirement for at least 5 childcare workers for children in the organization along with 1 receptionist, 5 general cleaning and maintenance staffs, and 3 cooks. Human resource planning is required in view of developing estimating expenses associated with recruitment of staffs against the expected revenues to be generated by the organization. It also includes training equipments costs along with wages and salaries of staffs and employees. Planning is required for ensuring that human resource management strategies in the organization is appropriate for maximizing productivity and profitability of the organization and making it sustainable in the market (Schuler & Jackson, 1987, p.207). Job Analysis for designing the specific jobs Job analysis is required for developing the skill requirements for the particular jobs which is consequently required for staffing of candidates in the organization. Job analysis of a childcare workers’ position reveals responsibilities such as planning and implementing programs for taking care of babies and kids. Their responsibilities include development and safety of these children, being respectful of parents as well as their children and also ensuring cleanliness, safety and maintenance of equipments and facilities for the children. Some of the basic tasks for the position include providing security at the premises, and imposing security controls for the kids; providing activities and experiences such as storytelling, songs and games; development of culturally appropriate activities and programs, development of activities which introduce literary and mathematical concepts, providing lunches and snacks to the kids and babies, supervising the children at all times, providing sleeping and resting for the children, and clearly communicating with children in manners that they understand and respond to (Northwest Territories, 2005, p.3). Job analysis of the cleaning and maintenance staff depicts such responsibilities as cleaning and disinfecting floors, washrooms, fixtures and fittings, sinks, countertops etc (Kleenmark, 2003, p.1). Additionally they are responsible for timely and accurately repairing the properties of the organization, performing house renovation and up gradation as directed by owner, performing routine inspection of properties and especially equipments and tools used by the children which could otherwise be unsafe for usage by kids and children. Some of the routine activities would include cleaning of gutters, painting, maintenance of yards and lawns generally used by the kids and children for playing, hauling and dump runs, etc. They are also expected to respond promptly to their employer’s calls during emergency situations. Maintenance staffs are particularly required to remain in touch with suppliers with regards to supply and demand of materials, documentation of the inflow and outflow of such materials from office (Weinman, n.d., p.2). Job Analysis for the position of Receptionist The work of a receptionist is particularly required for providing clerical and administrative support towards the organization in an efficient and effective manner. The receptionist’s responsibilities are particularly crucial for the purpose because lack of effectiveness and efficiency in the same leads to disruption in the provision of services towards clients. Job description of a receptionist Educational Qualification Educational qualification includes minimum Graduation in any discipline with at least 1 year of experience as a receptionist in any organization. Job Responsibilities Receiving, directing and answering telephone messages and fax messages; Picking up and delivering of mails to and from the organization; Maintenance of the general filing system and other correspondence; Providing assistance in the preparation and planning of meetings, telephone calls and conferences, Maintenance of the required inventories in the office; Responding to public enquiries, especially parents and relatives of kids and children; Coordination of repairing and maintenance of office equipments and tools; and Providing word-processing and secretarial support to the organization (Northwest Territories-a, 2005, p.2). Knowledge, Skills and Abilities required Some of the proficient knowledge areas include Office administration; Knowledge of registration policies and procedures; Some of the necessary skills required are Team building; Problem solving and analytical skills; Decision making skills; Efficient verbal and written communication; Basic computer and internet knowledge; and Time management skills (Northwest Territories-a, 2005, p.4). Some of the personal attributes include, Honesty and trustworthiness; Cultural sensitivity and awareness; Sound ethics at the workplace; and Respect for children and elders (Northwest Territories-a, 2005, p.4). Recruitment and Selection Process The recruitment and selection process must begin with informing people about the availability of such services and the positions required to be fulfilled for the same. Thus advertising for the position is the first step in the recruitment process. Since it is not a very large organization, advertising through the media are mostly suggested as it would involve low costs. Advertisements in the local newspapers are suggested for all the positions. Additionally, positions like childcare and maintenance staffs would be mainly targeted at people with a maximum educational qualification up to the graduate level. These people are generally seen to be using the print media and less acquainted with the electronic media such as the internet. Thus advertising through the internet would be a waste of time and money. The next step would involve validating resumes received after advertising. It is imperative that numerous candidates would send their resumes for the various positions. It is wise to shortlist these candidates according to qualification and experience. Only those candidates can be shortlisted for the interview rounds who meet the necessary requirements completely in terms of their experience, skills and qualifications. At least three additional candidates with the number of vacant positions must be shortlisted so that all positions are filled keeping a few candidates as buffer in case many of them do not turn up during the interviews or even refuses to join the organization after they are selected. In each of the steps it must be ensured that the process remain transparent and clear for the candidates and they do not suffer from any kind of biasness in the process too. The next round is the interview round which seeks to evaluate the candidates for their fitness into the respective profiles. It is crucial that interview questions must be focused on evaluating candidate’s performance in their previous jobs and their eagerness towards joining this organization. In other words it is important to test the candidates on their attitudes more than their skills. The positions mainly require semi skilled candidates which are found in abundance in labor markets, however, a proper attitudes and sincerity towards work processes and organizations is actually what distinguishes a normal candidate from an extra-ordinary one. The position for the receptionist can be evaluated on their technical as well as communication and interpersonal skills. An aptitude test can be undertaken in this regard. This is because a minimum aptitude and skill level is necessarily required for the position of the receptionist. Candidates can be tested on their verbal communication and also computer skills as the job entails extensive working on the computer and the internet. They can be tested on their knowledge about the subject. However, some of the behavioral aspects such as tenacity at the workplace, sincerity, decision making skills, team working and building skills, managerial skills are some of the attributed which the candidates must be tested on. Based on the interview and test results candidates can be shortlisted for the different positions. However, some extra candidates must be kept as reserved so as to ensure that the required vacancies are fulfilled even if some of them do not turn up after getting selected. Selected candidates must be informed and asked to produce their qualification and experience documents during the time of joining (Bartram, 2002, p.262). Training and Development Program It is evident that workers at the time of joining would not be efficient completely with the processes and procedures of the organization. They would also be unacquainted with the cultures and structures in the organization. Thus a training and development program is essential to get them acquainted with the norms, structures and cultures of the organization. Thus it is recommended that induction training is designed for all new recruits in the organization. This induction training would be aimed at bringing forth the vision and mission of the organization and goals it seeks to achieve in the long run and how these employees can be effective in meeting those goals and objectives. The idea is to provide a comfortable and free environment for the candidates where they can work easily without any hurdles. Technical training can be provided for the candidates in their respective domains. The receptionist can be trained on different software which is used regularly in the organization, on maintenance of inventory levels in the organization etc. On the other hand training programs for the maintenance and cleaning staffs can be trained on equipment handling, cleaning, equipment maintenance skills etc. It must necessarily be ensured that training and development activities caters to the individual requirements of people based on their drawbacks and loopholes in order to improve efficiencies and growth of the organization on the whole (Tannenbaum & Yukl, 1992, p.400). Conclusion It is seen that human resource planning is necessarily required in the organization as it is a new establishment and various roles and responsibilities of staffs is also new. Moreover, since business environment keeps changing it is important that labor forecasts are done in order to ensure that the essential skills are found in the market. The three main position requirements in the organization are childcare workers, cleaning and maintenance staffs and a receptionist. Job vacancies can be posted through the print media as it saves time and money and is regarded as adequate for getting semi skilled labor. Candidates are mainly shortlisted as per their educational qualifications and experiences relevant for the positions. However, it is crucial to test candidates on their personal attributes like behavioral aspects in order to ensure they have the right attitude towards work. Finally it is recommended that training must be skill and position specific with overall induction training for all new recruits in the organization. Reference Bartram, D. (2002). Internet Recruitment and Selection: Kissing Frogs to find Princes. Volume 8, Issue 4, pages 261–274, December 2000. Wiley. Kleenmark. (2003). GENERAL CLEANER JOB DESCRIPTION. [Pdf]. Available at: http://www.kleenmark.com/documents/Cleaner-English-10-08web.pdf. [Accessed on April 16, 2012]. Northwest Territories. (2005). Job Description Day Care Worker. [Pdf]. Available at: http://www.maca.gov.nt.ca/school/tools/JD_docs/Day%20Care%20Worker%20%20JD.pdf. [Accessed on April 16, 2012]. Northwest Territories-a. (2005). Job Description Receptionist. [Pdf]. Available at: http://www.maca.gov.nt.ca/school/tools/JD_docs/Receptionist%20JD.pdf. [Accessed on April 16, 2012]. Schuler, R. S. & Jackson, S. E. (1987). Linking Competitive Strategies with Human Resource Management Practices. The Academy of Management EXECUTIVE, 1987, Vol. 1, No. 3, pp. 207-219. Academy of Management EXECUTIVE. Tannenbaum, S. I. & Yukl, G. (1992). Training and Development in Work Organizations. Annual Review of Psychology. Vol. 43: 399-441. Annual Reviews. Weinman, S. L. (No Date). Maintenance/Handyman Job Description. [Pdf]. Available at: http://www.familyrealestate.net/Maintenance-Job_Decription.pdf. [Accessed on April 16, 2012]. Bibliography Bratton, J. & Gold, J. (2001). Human resource management: theory and practice. Routledge. Harvard Business School Press. (2010). Retaining Employees. Harvard Business Press. IDEA Health and Fitness. (2003). Insider's Guide to Recruiting and Retaining Phenomenal Staff. IDEA Health & Fitness Association. Read More