16. Human Resource Management
16.1 The importance and functions of human resource
management
All the activities related to utilization of Human
Resource efficiently and effectively so as to ensure the employee
satisfaction and development in order to achieve the goals of an
organization is known as Human Resource Management.
Human Resources have the following specialties in
comparison to other resources.
·
Vitality
of human resource
·
Ability
to react and think
·
Ability
to control all other resources
·
Increase
in value through training
·
Ability
to work in teams.
·
Behaviour
being complex and unable to forecast
·
Possessing
creative skills.
Some of the specific goals of Human Resource
Management can be stated as follows
·
Improving
the employee effectiveness.
·
Increasing
the commitment of employees.
·
Employee
development.
·
Motivating
employees.
·
Employee
welfare
·
Recruiting
employees for the job at the right time
·
Motivation
of employee.
·
Retention
of suitable employees in the firm.
·
Improving
the industrial relations
·
Controlling
the cost of employment (salaries, overtime payments, cost of recruitment, cost
of dismissal)
·
Fulfilling
the social and legal responsibilities of the organization related to human
resources.
The importance of human resource management can be
identified in the following manner.
1)
Human
resource can think feel understand and react as it is live compared to other
resources.
2)
As
human resource makes decisions regarding all the other resources it is the most
important and valuable resource.
3)
Human
resource is the vital resource that can be used to obtain long term competitive
advantages and to assure the survival of the business.
4)
Managing
human resource is not only a task of HR manager, but also it is the collective
responsibility of all other managers of the business.
5)
Human
Resource management is very important for the welfare of the society.
6)
The
legal conditions in relation with employees.
7)
To
minimize and control the labor turnover
8)
To
motivate for leadership through employee abilities and skills
9)
To
improve the quality of working life.
10)
Being
easy to reach the success of the organization through employee motivation
11)
To
get the use of employees’ significant characteristics/diversity
12)
Modern
customers reacting positively towards the organization that have good human resource
management practices
13)
Being
essential to create employee development.
The functions relevant to Human Resource Management
·
Job
Design
·
Job
Analysis
·
Man
power planning/ HR planning
·
Recruitment
·
Selection
·
Hiring
·
Induction
·
Performance
Appraisal
·
Training
& Development
·
Employee
Movements – changes
·
Management
of payments
·
Employee
welfare
·
Disciplinary
Management
·
Health
& Safety Management
·
Grievances
Handling
·
16.2 The necessity of job designing and job analysis
Job designing
Generating or creating of a job to achieve a certain
goal is the simplest idea of this. Arrangement of tasks, duties and
responsibilities assigned for a work unit of the firm in order to achieve a
particular goal is known as the job designing. Every job comprises of tasks,
duties and responsibilities.
While a task is a work activity comprises of movements
and can be identified certainly, a duty is a large part of work comprises of
many tasks which is completed by an individual. Accordingly, duty is wider than
a task. Responsibility is the bond over fulfilling a task in the proper way or
in the expected way.
Job Analysis
Job analysis is a systematic review of the features
and related behaviours of a job and the qualities and qualifications that
should be possessed by the employee.
The information taken from the job analysis issued to
prepare the job description and job specification.
Job Description
The statement which describes the tasks, duties,
responsibilities, working conditions, payments and benefits, the number of working
hours, the nature of the job and to whom she/he is responsible etc. Relevant to
a certain job is the job description.
Job Specification
The document prepared containing the qualifications
that should be possessed by the individuals, who would be considered for
recruitment is known as the job specification.
Such qualifications can be stated as follows.
·
Educational
Qualification
·
Professional
Qualifications
·
Physical
Fitness
·
Experience
·
Specialized
Skills
·
Linguistic
knowledge
·
Attitudes
and passion
·
General
Knowledge
·
Intelligence
Level
(
The differences between job description and job
specification.
Job
Description
1. The title of the post : ……………..
2. Nature of the duty : ..……………
3. Benefits, payments : ..……………
4. Nature of the job : ..……………
5. Number of working hours : ..……………
6.To whom is he/she responsible:
.......................
|
Job
Specification
1.The title of the post : …………
2. Educational Qualifications :
………..
3. Professional Qualifications: ……….
4. Experience : …………..
5.Specialized skills: …………..
6.Age: ………….
|
Job Description
|
Job Specification
|
1.
Describes the job
2.
A document on the
characteristics of the job.
3.
It is a list of the characteristics of a job.
4.
Job specification is a part of the job description
|
1.
Describes the person who is appropriate to be engaged in the job.
2.
A document on human characteristics that should be to fulfil the job successfully.
3.
A list of human characteristics needed for the fulfilment of the job.
4.
Job description is not included in the job specification.
|
Given below are examples of job description and
job specification for a post of clerk.
Job Description
Job Title : - Payroll
Clerk
Job Code : - 225
Grade : - II
Job Location : - Administration
Unit
Supervision Received: - Administration Unit
Supervision Exercised: - None
Job Purpose : -
1.
Maintain files appropriately
2.Completion of assigned duties in time
The nature of the duty: -
1. Collect reports on employees’ attendance
2. Prepare payroll
3. Prepare payroll reports
4. Computerize prepared
payroll
5. Present for recommendation and approval
6. Work co-operatively with his/her employers
7.
Fulfill other duties assigned by the head
Salary Scale : - Rs. 24,000/-
per year (without offers)
Service Conditions : - Working from 8.30 a.m.
to 4.30 p.m.
……………………… ………………………………….
Job Analyst
Date
|
Job Specification
Job Title : - Payroll Clerk
Job Code : - 225
Grade : - II
Job Location : - Administration
Unit
Supervision Received: - Chief
Clerk
Supervision Exercised: - None
Educational Qualification: -
1. Six credit passes in G.C.E. O/L examination including Mathematics
and Sinhala
2. Three Credit passes in G.C.E. A/L examination in Commerce Stream/
Professional Qualification
1. Should have obtained NVQ certificate level 3
2. Should have obtained a certificate on the basic knowledge of
computer.
Experience: -
Experience in working as a clerk in a firm at least for one year.
Prepared by: -
...……………………….. Date: -
…………………….
Clerk of the job title
Approved by: -
...……………………….. Date: -
…………………….
The head of the Department
|
16.3 The necessity of human resource plan for the
existence of an organization
The process of determining the future employee
requirements and making decisions regarding the
activities to be implemented to fulfill those requirements in order to achieve
the goals and objectives of a firm is called Human Resource Planning.
The importance of human resources planning
·
Ability
to determine the future human resources requirements
·
Ability
to minimize labor cost by identifying excess and deficiencies in a laborand
taking necessary actions for them.
·
Ability
to avoid unnecessary cost that may occur due to sudden recruitments.
·
Ability
to utilize human resources efficiently and productively.
·
Ability
to lead the other management functions of the organization in the expected
manner.
·
For
the development of highly competent employees.
The steps of a process of Human Resources Planning
1.
Forecasting the future Human
resources requirements
2.
Assessing the Human
Resources supply
3.
Comparing
the demand and supply of Human Resources
4.
Developing the strategies to
be implemented to recruit the Human Resources
5.
Preparing
the Human Resources Planning
6.
Evaluating
the efforts taken for Human resources planning
1. Forecasting the future Human Resource Requirement
Forecasting the future Human Resource Requirement is
the first step of the human resource planning process. By forecasting the
future influence of the factors that affect the demand of the human resources
as accurately as possible, the determining of the employee requirements of the
firm for the relevant period of time is called as forecasting the human
resources requirements (demand)
Factors to be considered in forecasting the Human
Resources requirements (demand)
(Factors influence for the human resources demand)
·
Demand
for the particular goods or services
·
Objectives
of the firm
·
Production
method
·
Future
retirements of the employees
·
Number
of employees to be resigned
·
Number
of employees getting promotions
·
Future
projects
·
Termination
of service
Assessing the human resources supply
Assessing the
human resources supply is the Second Step of the process of human resources
planning. Having forecasted human resources requirements forecasted, the human
resources supply should be assessed to fill the determined vacancies. There are
two sources for human resources supply.
1.
Internal Supply
2.
External Supply
3. Comparing the demand and supply of Human Resources
Comparing the demand and supply of Human Resources is
the third step of the process of human resources planning. The comparison
between the forecasted human resources requirements and the assessed internal
human resources supply will take place in this step. Accordingly, it can be
identified if there is a deficiency or an excess in human resources.
4. Developing the strategies and 5. HR planning
Developing the strategies the fourth step. Having the human resources supply and the demand
compared, strategies should be decided to remove the decided surplus or the deficiency
of the employees.
Examples: -If there
is a surplus in number of employees, discontinuing the recruitment, letting to
retire etc…. can be done.
If there is an inadequacy in number of employees,
getting overtimes done by the existing employees etc… can be done.
6. Evaluating of the efforts taken for Human Resource
Planning
Evaluating of the efforts taken for Human Resource Planning
should be conducted to determine the contribution provided from human resources
planning for the fulfillment of the goals and objectives of the firm.
By assessing the process the success of the process
can be measured through the facts such as have unpredicted job vacancies been
created? Or not? , have the vacancies been increased? Decreased? How much did
it cost…? etc.
16.4 The ways of recruitment suitable people for employment
in an organization.
Recruitment
The process of
attracting the job seekers with positive attitudes and capabilities supporting
the achievement of organizational goals and objectives is known as recruitment.
Guleik W.F. -
Guleik W.F. -
The result of the recruitment process is the
generating of a list of job seekers who may be selected or not for the job as
new employees.
The functions of attraction process can be shown
through the following diagram
The Recruitment Process
1. Recognizing Vacancies for
job
(Man power plan, Special
request for managers)
|
2. Studying the job
Specifications
(Job analysis information,
managers’ opinions)
|
3. Identifying the employee
factors relevant to attraction
(Policies of the
organization, cost time and other)
4. Preparing the application form
5. Selecting the way/ways of
recruitment
(Internal/External)
|
6. Implementation
(Applying for vacancies by
individuals and receipt of applications)
|
7. Evaluation
|
The recruitment policy is the most important factor
that influences the recruitment apart from that, the cost time and labour
market conditions are also will be considered. The sources of attraction are mainly
classified as
·
Internal
sources of recruitment
·
External
sources of recruitment
Internal sources of recruitment
Attracting employees from the firm itself is the
internal recruitment. Followings are
some methods of internal recruitment
Method
|
Explanation
|
1.
Job posting
|
Notifying about the vacancies by publishing advertisements in firm
newspaper, magazines and on the notice boards in the firm.
|
2.
Skills Inventory/Skills List
|
For the identification of internal employees who are capable of
applying for the relevant job vacancies, the usage of skill inventory
prepared at man power planning by entering the skills, abilities and
qualifications of employees.
|
3.
Intranet
|
Calling for applications through publishing the advertisement about
the job vacancies in intranet
|
4.
Referrals from internal
employees
|
Recommending the acquainted individuals like one’s associates and
relations by current employees for the vacancies.
|
5.
Succession Plan
|
Formal documents are maintained in a firm with regard to the facts
like the qualification, experience and seniority etc. of the employees. When
a vacancy arises the next most suitable individuals will be used for it.
|
.
The advantages
and disadvantages of internal employee
recruitment
Advantages
|
Disadvantages
|
·
Employees being motivated
·
Creating good labor relationship
·
Easy to retain the most suitable employees
·
Reduction in the cost of attraction and recruitment.
·
Increase in the loyalty and dedication of the employees towards the
firm.
·
Reduction in time spent for employee induction
|
·
Modern knowledge doesn’t flow in to the firm.
·
Chances for recruiting the most suitable individuals being less.
·
Creating an unnecessary competition among the workers.
·
Incurring a high cost for training.
·
Innovations don’t inflow.
|
External recruitment
External recruitment is the attracting applicants for
the posts of a firm from outside the firm
Few methods of external recruitment
1.
Through
media advertisements (electronic/printed)
2.
Through
internet/web pages for jobs
3.
Through
past employees
4.
Through
educational, professional and vocational institutions
5.
Through
job agencies
6.
Through
professional associations
7.
Through
job fairs
8.
Through
higher educational institutes.
The advantages and dis advantagesa that a firm gain through
external employee’s attraction
Advantages
|
Disadvantages
|
·
Ability to attract individuals with new knowledge
·
Ability to recruit the most suitable individuals for the post
·
Reduction in the cost for training and development since the
recruitment of trained labour taking place
|
·
Obstructing motivation of existing employees
·
Increase in the cost of attraction
·
Consuming more time for attraction
·
It may adversely affect the employer employee relationship
|
16.5 The job advertisement to recruit employees
The document prepared including the required
particulars for attracting individual to the organization can be introduced as
a job advertisement.
Few information
contained in an advertisement
·
Title
of the post
·
Professional
and educational qualifications
·
Name
of the firm
·
Experience
·
Age
limit
·
Salary
Scale
·
Service
conditions
Some pictures and exemplary statements etc… can be
included in an advertisement prepared including the above information. In order
to increase the individual attraction.
A prepared job advertisement can be published through
the following various media
·
Newspapers
·
Internet
·
Television
·
Radio
·
The
government gazette
·
Posters
·
Notice
boards
·
Leaflets
Among the above media, the most suitable media can be
selected to publish the job advertisement.
Example: When selection should be conducted for Sri
Lankans, publishing That job advertisement in a local newspaper is more
appropriate.
16.6 Suitable methods to select suitable applicants
from the attracted applications
Selection
Recognizing the
best applicants to fill the vacancies from those who were attracted is known as
selection.
Few methods used generally to select the most suitable
person for the vacancy.
1.
Application
Evaluation
2.
Interviews
3.
IQ
Tests
4.
Personality
Tests
5.
Practical
Tests
6.
Medical
Tests
7.
Background
Tests
Application Evaluation
The description that the candidate sends to firm for
the job vacancy by mentioning his/her qualifications and feasibility etc… is
known as application. Through such
application, assessing the appropriateness and accordingly selecting thenmost
suitable person can be done. Here the selection is done according to the
details provided in the application without seeing the person.
Interview
The selection method where the exchange of ideas Face
to face between the candidate and the examining board takes place meeting the
most suitable candidate for the job is the interview method.
Intelligence Quotient Testing
The testing held aiming to measure the intelligence
capacity of the candidate for the job is meant by This. Here, the ability to
face challenges will be examined.
Personality Test
The testing used to measure the attitudes, passion, skills,
values and norms of the candidate of the job is the personality test.
Practical Test
The testing conducted for measuring the real ability
of the selected individual to accomplish the certain task of the relevant job
is the practical test.
Examples : Computer data processors , Nursing
service
Medical Test
The testing conducted to verify if the job candidate
possesses the required health condition to accomplish the tasks, duties and
responsibilities of the relevant job is the medical test. The medical test is
conducted for the most of the jobs.
Background Test
The special testing conducted to disclose the personal
background of the job candidate. The family background education, profession, financial
and social background etc… will be investigated here.
Examples : - For selecting police officers,
For the posts of
top level managements, this method is used
No matter which of these methods is used, there are
few factors to be considered in selecting personnel.
·
Knowledge
·
Attitudes
·
Skills
·
Mental
& Physical fitness
These facts can be revealed through the above testing
method
16.7 The
procedure of selection
The process of appointing the most eligible
individuals to the job posts after selection is known as selection.
The bases in which employees can be appointed
·
Permanent
base
The recruitment of employees permanently for a job of
a firm is the recruitment of employees on permanent base. The employee who has
been recruited like this is be a considered one in the permanent staff and
engages in the main functions of an organization. He is entitled for all the
privileges of an employee. The probationary period is mentioned in the
appointment letter as well.
·
Temporary
base
Recruiting employees without permanent base is the
recruitment of employees on temporary base. While these employees also can
engage in the main functions of the firm, in their appointment letter the
temporary base is mentioned.
Appointment letter
The legal document issued by the management after the
employee is being appointed stating the terms, conditions, tasks, duties and
responsibilities of the job in detail is known as the letter of appointment
Preparing the
letter of appointment is necessary in process of recruitment. Since the terms
and conditions of each post is different, separately prepared formats of appointment
letters are used.
.The letter of appointment is considered as a written
proof that the job contract is formed. Since the letter of appointment is a
legal document it is important for the employee as well as the employer.
The importance/necessity of the letter of appointment
1.
Being
a document that could prove the relationship between the firm and the employee.
2.
It
could be considered as a contract in which the firm and the employee is bound
legally.
3.
Ability
to present this as evidence in front of the law at a problematic situation
created between the two parties regarding job conditions.
4.
The
employee being able to get a wide acknowledgment regarding the tasks, duties
and responsibilities of his job.
5.
Being
strong evidence that could be used at every time required to prove that this
employee is an employee of the firm.
6.
In
the case of some positions, a job contract also should be singed in addition to
the letter of appointment.
Some of the important facts consist in an appointment
letter.
1. Title of the position
2. Name of the employer and the employee
3. Effective date of appointment
4. Job conditions
5. Salary Scale
6. Probationary period
7. Number of working hours/days
8. Benefits
9. Disciplinary procedure
10. Rights and privileges of the employee (leaves,
EPF, ETF)
11. Termination of the service
12. Way to forward grievances
13. Confirmation and promotions
14. Signature of the employer and employee
Induction.
Introducing a newly recruited employee to the organization
and make him/her aware about the job, work team, work environment and the
entire organization is known as induction. Various techniques such as employee
brochures, leaflets, getting seniors for speaking with newly recruited
employees, video films, tours inside the institute and lectures etc…
are used for induction.
Probationary period
The period of service that should be completed by a
newly recruited employee prior to be made him/her permanent in the job is the
probationary period. The management can take the following actions in the
absence of proper performance of duties and responsibilities by an employee
during the probationary period.
·
Termination
of service
·
Warning
verbally and in written form
·
Extending
the probationary period
·
Transferring
to another department
The performance appraisal
The performance appraisal is the process of
supervising and reporting to what extent the relevant duties are performed
successfully by the employee.
Several benefits gained by the employer and employee through
performance appraisal
Employer
|
Employee
|
·
To recognize the training needs
·
To make decisions on promotion and transfers
·
To take disciplinary actions.
|
·
Enhancing the employee productivity
·
Increasing the employee motivation
·
Recognizing the training needs
|
Training and development
The provision of knowledge, skills and attitudes to
non-managerial employees which is required to perform their duties well is
known as “training”.
The set of actions taken by concerning the improvement
of the future performance of the employees than the performance level at
present is known as “development”
Differences
between training and development
Training
|
Development
|
·
Provision of job related knowledge, skills and attitudes to the
employees in non-management level.
·
Preparing the employee to perform the duties and responsibilities of
the current job by this.
·
Relatively a short term program.
·
The cost incurred is relatively low.
·
Somewhat a simple program
·
This is related to the current job
·
A process of reacting for the fulfilment of timely needs.
|
·
Provision of knowledge, skills and attitudes to the employees in
management level.
·
A process of pre acting for the fulfillment of prospective job requirements.
·
Relatively a continuous long term program.
·
The cost incurred is relatively high.
·
A very wide program.
·
This is related to make future changes.
·
A process of pre acting for thev fulfilment of prospective needs.
|
Some benefits gained by the employer through training
and development
1.
Improvement
in employee performance and updating their knowledge and skills.
2.
Improvement
in the quality of the output.
3.
Creating
an employee motivation
4.
Enhancing
employee loyalty.
5.
Lowering
the faults and wastage incurred by employees.
6.
Minimizing
employee absenteeism
7.
Minimizing
employee turnover.
Several benefits gained by the employee through
training and development
1.
Enhancement
of the job satisfaction
2.
Improvement
in employee performance
3.
More
chances of getting promotions
4.
Improvement
in the professional value of the employee
5.
More
opportunities to test new skills
6.
Ability
to gain extra benefits
Various methods used for training and development of
the employees
1.
Apprenticeship
training
2.
On
the job training
3.
Job
rotation
4.
Role
play
5.
Training
and development programs
6.
Simulation
Employee movements
Changes in the position of the employees are known as
employee movements. Several methods that can be used to move employees.
·
Promotions
·
Transfers
·
Dismissal
·
Termination
Promotions
Promotion means an employee of an organization being
appointed to a higher position than the previous one. The promotion is
generally a movement to another position which consists of more duties and
responsibilities than the previous position.
Transfers
Replacing an employee for the same job can be called
as transfer. Transfer is a movement that takes place in horizontal direction.
Dismissal.
Discontinuing the service of an employee due to
factors or a fact which cannot be controlled by the management of the
organization is the dismissal.
Termination
Moving out of the service when the age of the employee
is completed is the termination of the service.
16.7 The evaluation criteria of the success of human
resource management
Performance appraisal
The performance of the human resources should be
appraised for the success of the human resource management. Few criteria for
performance appraisal are as follows.
·
Layout
turnover
·
Employee
absenteeism
·
Labor
productivity
·
Industrial
relations
·
Labor
turnover
The rate at which employees leave the firm during a
particular period is known as labor turnover/employee turnover. The labor
turnover being a low rate is appropriate for the successfulness of the human
resources management. Labor turnover can be calculated as follows.
No
of employees left during a period x 100
Labour turnover =
average no of employees employed during that period
|
Labour Absenteeism
The lost in service due to employees not attending to
the job is known as labour absenteeism
Some instances where the firm doesn’t get the service
·
Not
attending to duty
·
No
provision of service after reporting to the duty.
·
Having
more time for internal
·
Arriving
latte
·
Depicturing
before the due time
Labor Productivity
Labour productivity = Out put .
Number
of employees
|
Industrial Relations
Any type of professional relationship between the employers
– employee is known as industrial relations. There should be a proper
relationship between the employers and employees in the firm for the
successfulness of the human resource management. It assists the employees to
continue their duties enthusiastically and satisfactorily.
Accordingly, there are various benefits from favourable
industrial relations and there will be various problems through unfavourable
industrial relations.
Benefits of favourable industrial relations
|
The adverse effect from unfavourable industrial relations
|
·
Improvement in labor productivity
·
Minimizing the waste of the resources
·
Lowering the employee absenteeism
·
Lowering the employee turnover
·
Creating a team of motivated employees
·
Minimizing the employee disputes.
|
·
Interruption to production process (strikes, industrial disputes)
·
Declining the employee productivity
·
Demoralizing of employees
·
Waste in resources
·
Lower the efficiency and the effectiveness of the total firm.
|
16.8 : Employee grievances
Employee
grievances are the mental discontent or dissatisfaction of an employee or a group
of employees regarding the job or working environment.
It can be
either expressed or unexpressed (Said or unsaid). Grievances directly affect the
employee performance. These hinder the achievement of organizational goals. Employee
grievances are the early stage of industrial disputes. Therefore, the necessary
steps should be taken to handle/manage the employee grievances at the early stages.
Reasons for the
employee grievances
Following are
some of the job related reasons.
1.
Assignment
of the tasks and duties to the employee which are not related to his Job
Description.
2.
Employing
him of a job that mismatches his knowledge and skills.
3.
Reasons
related to work condition
4.
Changing
the work place or working hours.
5.
Having
unhealthy or unsafe work environment at the workplace
Reasons related
to Human Resource Management Policies, procedures and strategies.
1.
Salary,
wages and incentives
2.
provision
of the promotion to someone else which had been entitled to a qualified
employee. Policies and procedures related to promotions,
3.
demotions,
transfers, termination from the job, etc…
4.
Unavailability
of a formal promotion procedure.
Reasons related to violation of rules and regulations
of the organization
1.
Taking
tough or unreasonable disciplinary actions against violation of disciplines.
2.
Breach
of the conditions in collective agreements by the management
Reasons
relating to unnecessary personal behavior
1.
Unattainable
expectations or having non-realistic goals.
2.
Wrong
attitudes regarding senior officers
3.
Employee
over estimation regarding himself.
Reasons
beyond the job or work environment.
Reasons relating to family.
Reasons relating to other. competitive businesses.
Some of the benefits received by a business through
handlingemployee grievances successfully.
1.
Decreasing
of employee turnover
2.
Controlling
of employee absenteeism
3.
Minimizing
of Trade Union actions.
4.
Having
industrial harmony by strengthening industrial relations.
5.
Increasing
the goodwill of the business.
Some negative
effects faced by a business for not handling employee grievances properly.
1.
Increasing
labor/employee turnover.
2.
Increasing
the absenteeism of the employees.
3.
Industrial
disputes due to weak industrial relations.
4.
Decreasing
of employee productivity.
5.
High
cost of hiring employees frequently to cover the job vacancies.
Methods to
identify the employee grievances.
·
Exit
interviews.
·
Suggestion
Box.
·
Attitude
Survey.
The Strategies/Methods that can be used to handle/manage
employee grievances.
1.
Formal
grievance handling procedure.
2.
Through
the immediate supervisor
3.
Having
an Open-Door Policy
4.
Joint
Committee Method
5.
Counselling
6.
Appointing
an Ombudsman
7.
Arbitration
The steps of handling employee grievances.
1.
Listening
about the grievance carefully.
2.
Collecting
the accurate information of the grievance and the related employee.
3.
Discussing
the relevant matters with the employee.
4.
Listening
to the employee carefully
5.
Accepting
the matters said by employee if they are true.
6.
Build
trust in the employee.
16.9 the importance of Discipline Management
Discipline
The standard or employers’ expected behaviour from the
employee to carry on a business organization formally and legally can be called
as discipline. Or else the good behavior of the employee is called discipline.
Disciplinary management means the development,
operating and maintenance of a disciplinary procedure is called as discipline
management.
Some of anti-disciplinary actions or misconducts that
can be frequently happen in a business organization.
1.
Willful
damages to the organizational resources.
2.
Not
reporting to the work without prior permission.
3.
Late
attendance to the work.
4.
Leaving
the work place without prior permission.
5.
Showing
a fraudulent illness.
6.
Sleeping
at work
7.
Negligence
and less attention towards the job
8.
Disturbing
the safety and health measures of the business.
9.
Taking
liquor at the work place.
10. Bribery and corruption.
11. Insulting or threatening the employer or the colleges.
The Disciplinary Actions
·
Verbal
warning.
·
Written
warning.
·
Fines
or recharging the loss.
·
Suspension
from the job temporary.
·
Transferring
from the job as a disciplinary action.
·
Holding
of salary increment or making it delaying.
·
Demotion
from the post.
·
Termination
from the job.
The importance of Discipline Management Minimizing the
disputes among colleagues
1.
Decreasing
conflicts in between employer and employees
2.
Ability
to manage the human resource of the business properly with maximum efficiency
and effectiveness.
3.
To
maintain employee behavior in accordance with the rules and regulations of the
organization
4.
To
create expected employee performance and to maintain it continuously.
16.10 The employee health and safety
The perfect mental and physical fitness of the
employee to perform the tasks, duties and responsibilities of his job is called
as health. Protecting the employees from all the hazaards
causing the health of the employee is called safety.
Some of the factors and hazarrds affecting employee
health and safety.
·
Job
related accidents (Deafness, Weak eyesight, loss of the parts of the body,
burnings, Electric shocks.etc.)
·
Job
related deseases (Cancer, Breathing problems, Poisonning, etc.)
·
Organisational
stress
The importance of employee health and safety
1.
Ability
to irradicate or minimize vocational health and safety related issues.
2.
Ability
to get rid of the legal compliences relating to employee health and safety.
3.
A
healthy workforce contributes to increase the efficiency of the organisation.
4.
Increasing
the image of the business.
the disadvantages of weak health and safety
management, to the employer.
1.
Increasing
the premium of health insurance scheme of the employees due to frequent payment
of compensation by the insurance companies.
2.
Increasing
of compansation payments.
3.
Increasing
charges for legal requiremants.
4.
Dissatisfaction
and unrest of the employees increases.
5.
Decreasing
employee productivity.
6.
Decreasing
quality of the employees.
7.
The
damages to the tools icreases.
8.
Incresing
the expences of medical charges.
9.
Damaging
the goodwill of the business.
10. Increasing the employee absenteesm and turnover.
Some of the benefits of health and safety management to
the organisation.
1.
Increasing
the moral of employees.
2.
Minimizing
the cost of expences relating to the legal requirements.
3.
Minimizing
employee turnover.
4.
Increasing
the productivity of the business.
5.
Developing
a strong industrial relation.
6.
Organisations
who purchase from other organisations give priority to those which engage in
health and safety management.
16.11the Industrial Relations
Employer-Employee relationship/Industrial Relationship
Any type of professional relations between the two
parties of employees and employers (good or bad) are known as industrial
(labor) relations. There should be a strong employer and employee relation for
the successful management of the human resource in any organization. It is very
helpful for the employees to perform their job satisfactorily.
Thus a good industrial relation gives many benefits
while weak industrial relation causes many problems.
Employee
Any person who has come to an agreement to work under
an employer in receiving some salary or wage any base or a contract is called
an employee
Employer
The person who engages some person or a group of
persons on some salary or wage is called employer,
Advantageous/uses of a good labor relation
1.
Minimizing
resource wastage
2.
Increasing
labor productivity
3.
Minimizing
employee turnover
4.
Minimizing
employee absenteeism
5.
Having
a motivated workforce
6.
Minimizing
industrial disputes
7.
Consequences
of bad labor relations
8.
Weakens
the business process due to strikes, and labor crisis
9.
Declining
the employee productivity
10. Diminishing the morale of the employees
11. Wasting of resources
12. Dropping the efficiency and effectiveness of the
entire firm
Employee rights
Rights of employees can be treated as entitlements and
privileges received by the employees from service agreements, ordinances, acts
etc., to perform their tasks properly
Examples for employee-rights
1.
To
receiving salaries sufficient for the service and a sound work environment
2.
Getting
leave entitlements
3.
Ensuring
safety from work related health problems and accidents
4.
To
establishment of trade unions
Few responsibilities and duties of employees
Responsibilities
|
Duties
|
·
Working towards the achievement of organizational goals.
·
Behaving well at the work place
·
Performing the duties in accordance with the service agreement
·
Using organizational resources carefully
|
·
Performing employee duties properly
·
Working eagerly towards the development of the business
·
Not revealing business secrets to outsiders
·
Protecting the goodwill of the business and developing it.
|
Few rights of the employers
1.
Ability
to function in accordance with the prevailing regulations
2.
Getting
the work done in accordance with the service agreement
3.
Right
of terminating employees when there is excess of employees or when the employees
are not suitable for the business.
4.
Organizing
as trade unions to protect themselves from the threatening situations of the
industry.
Few responsibilities and duties of employers
Responsibilities
|
Duties
|
1.
Paying agreed salary
2.
Maintenance of a strong disciplinary procedure
3.
Maintenance of reasonable salary scales and a pleasant work
environment
4.
Paying the salary on the given date or prior to that.
|
5.
Fulfilling employee responsibilities properly
6.
Assuring job security
7.
Creating a suitable work environment
8.
Listening to the employees’ reasonable requests and solving them.
|
Industrial disputes
Job-related disputes arisen between employers and
employees are known as industrial disputes
Reasons for the
industrial disputes
·
Providing
the job or not
·
Service
conditions
·
Positions
of the job
Some effects faced by the employer due to industrial
dispute
1.
Inability
to carry on business activities continuously
2.
Damaging
the goodwill of the business
3.
Disturbing
the industrial harmony
4.
Losing
the market share
5.
Inability
to compete with the competitors
6.
Financial
loses and damages to the resources of the organization.
some negative consequences of the industrial disputes
to the employee.
1.
Not
receiving salary on time.
2.
Decreasing
the living standard.
3.
The
good relationship with the employer damages due to the breach of industrial harmony.
4.
Disturbing
the future promotions, training, scholarships, etc.
The negative
consequences of industrial disputes to the customers.
1.
Increasing
the price of the relevant product,
2.
Having
a scarcity of that product in the market
3.
Inability
to consume that product.
4.
Consumer
has to consume low quality products.
Trade Union
An organization voluntarily established by the
employers or employees of a particular industrial field in order to gain and
protect their professional rights is known as a trade union However, in Sri
Lanka, Employees’ Trade Union activities are concerned.
Few aims of a trade unions
1.
To
gain a reasonable salary and a pleasant working environment
2.
To
get the working hours reduced
3.
To
get protection from job related accidents and health problems
4.
To
participate in management decisions made in the firm
5.
To
assure job security
6.
Getting
education and training
7.
To
gain relief for sick, retired or employees on strike
Some of the trade union actions
·
Collective
bargaining
·
Work-
to- rule
·
Go
– slow
·
Working
dressed with a black strips.
·
Abstain
from working over time
·
Sit-ins
·
Boycott
·
Sabotage
·
Picketing
·
Fasting
·
Taking
leaves collectively
·
Token
Strike
·
Continuous
strikes
Collective
bargaining
The negotiating process between the management and the
trade union in order to achieve the aims of employees is called collective
bargaining.
work-to-rule
Following every single rule and regulation and doing a
small quantity of work is known as work-to-rule. It is about performing the
authorized duties only that have been assigned legally. This slows down work
and adds costs to the firm. Here the employees do not attend the needed tasks
of the firm excepting what he has been legally assigned.
Go – slow
Go – slow
occurs when workers deliberately work slowly. Even though the job is performed
accurately, it takes a longer time. This results in slowing down of the business
activities. The cost and the inefficiency of the business increases.
Working with a black strip
Working with a
black strip tied in the hand or head is another method of showing the protest.
Abstain from working overtime
Abstain from working overtime means workers refusing
to work more than their normal working hours.
Sit-ins
Sit-ins means employees do not allow to close the
business premises and also they do not perform duties. Even though the
employees are in the business premises they do not engage in any business
activity.
Boycott
Boycott means stoppage of work of both employees and
machines to stop the business operational process.
Sabotage
Sabotage means locking up of the machineries by the
employees or removing a small part of the machines to avoid its functioning.
Picketing
Picketing is a protesting of the employees showing
banners, posters, notices in free times like lunch break. Picketing is used to
give some hint to the employer regarding a strike.
Fasting
A fast happens
when the employees protest in the public areas to win their demand without
consuming any food or drink.
Token strike
Being away from
duties during a particular period such as a day or a half-day, after informing
the management is considered as a token strike.
Strike
Employees
completely stop working due to failure of gaining their demands through negotiations
or any other protesting campaigns is known as a continuous strike.
The negative
consequences of a strike to the employee
1.
Breaking
down of the production process
2.
Decreasing
the sales/ inability to supply the orders on time.
3.
Damaging
the goodwill of the business.
4.
Weak
cash flowing into the business and facing liquidity problems
5.
Decreasing
the number of customers and also customers shift to the competitors.
6.
Losing
the suppliers
7.
Decreasing
the profit
8.
Decreasing
of profitability due to employee unrest.
9.
Weak
Industrial relation
10. Increasing labor turnover.
11. Losses due to the stoppage of machineries.
12. Being degrade in the professional field.
13. Decreasing the employee earnings or not receiving
salary or other incentives
14. Sometimes the employee has to face disciplinary
actions.
Some of the negative consequences of strikes to the
economy
·
Increasing
social problems
·
It
disturbs the of civil life of public
·
The
scarcity of products in the market.
·
Increasing
the prices of products
·
Decreasing
the quality of products
some actions that can be taken by the employers to
avoid Industrial Actions.
·
Lockout
·
Vacated
of Post-VOP
·
Strike
Replacement
·
Mutual
Aid Pact
·
Shift
of Production
Lockout
Employers can close the work place, temporary stop of
work of employees, terminate some employees from the job, in order to obey them
to the ideas of him. This is called as Lock out.
Vacated of post
The employer does not allow employees who engaged in
strike, to come to work and he considers that they have already left the job.
This is called vacated of post.
Strike replacement
Strike replacement means the duties of the employees
in the strike are covered using the employees who are not representing the
trade union.
Mutual aid pact
Mutual aid pact means obtaining the financial aid from
the other organizations who engage in the same industry to cover the lost
income in the strike period.
Shift of production
Shift of production means the shifting of production
activities to the other branches which are not in strike or branches in any
other country.
Collective Agreement
The agreed settlement between employers and employees
in connection with a particular dispute is known as the collective agreement. This
is an agreement which has been prepared to avoid Industrial Disputes and to safeguard
the privileges, rights and responsibilities of employees and employers. This is
a result of collective bargaining and once the agreement is published in the government
gazette with the approval of Commissioner of Labor it becomes a legal document.
Normally this agreement is valid for a period of 3 years.
Aims of a collective agreement
·
Safeguarding
the privileges, rights and responsibilities of the employees and employers
·
Creating
industrial harmony by preventing industrial disputes.
·
Obtaining
more benefits than the ones which have been provided by industrial acts and
ordinances.
Benefits of a collective agreement to the employer and
employee
Employer
|
Employee
|
1.
Ability to solve industrial disputes easily.
2.
The survival of the business is ensured.
3.
Ability to understand the self-responsibility.
4.
Ability to manage the business without any difficulty.
5.
As industrial issues are solved in common there is no need of
individualconcern over the employees.
6.
Ability to create a loyal and satisfied group of employees.
|
1.
Ensuring that the agreed privileges and benefits will be received.
2.
Protecting employee rights
3.
Ability to receive better benefits than the ones entitled by the
industrial acts and ordinances.
4.
Ability to clearly understand the self -responsibility and rights.
5.
Ensuring the employees’ safet
|
16.12 the criteria of evaluating the efficiency of
Human Resource Management
criteria that can be used to evaluate the success of
Human Resource Management.
·
Labor
Turnover
·
Employee
Absenteeism
·
Labor
Productivity
·
Industrial
Relations
following criteria also used to evaluate the success
of Human Resource Management in addition to the above methods.
·
Human
Resource Accounting
·
The
HR Scorecard Method
Labor Turnover: The rate at which employees leave the firm during a
particular period is known as labor turnover/employee turnover.
Labor turn over
can be computed as follows.
Labor Turnover = The
no: of employees left during a period
x 100
Average
no: of employees employed in that period
Employee absenteeism.
Employees getting absent from work or being present
without performing their duties can be known as employee absenteeism.
Following situations can be considered as absenteeism.
1.
Non
attendance at work
2.
Being
present but not performing the duty.
3.
Taking
more time as the interval.
4.
Late
attendance to the work.
5.
Leaving
the work place earlier.
Employee
absenteeism = No: of work days lost to
absenteeism x 100
Total number of available
work days
|
Labor productivity
Labor productivity is the relationship between the
employee inputs and the outputs. A higher level of employee productivity is
important for the success of Human Resource Management.
Labor Productivity =
. Output .
Labour
output
|
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