Podcast
Questions and Answers
Which type of absenteeism involves an employee taking leave with prior approval?
Which type of absenteeism involves an employee taking leave with prior approval?
What is a likely cause of unauthorized absenteeism?
What is a likely cause of unauthorized absenteeism?
Which of the following factors does NOT contribute to absenteeism?
Which of the following factors does NOT contribute to absenteeism?
What constitutes 'willful absenteeism'?
What constitutes 'willful absenteeism'?
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Which of these is a cause of absenteeism related to environmental factors?
Which of these is a cause of absenteeism related to environmental factors?
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What type of absenteeism occurs when an employee cannot make it to work due to unexpected situations like illness or accidents?
What type of absenteeism occurs when an employee cannot make it to work due to unexpected situations like illness or accidents?
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Which of the following might NOT be considered an impact of poor welfare facilities on absenteeism?
Which of the following might NOT be considered an impact of poor welfare facilities on absenteeism?
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To effectively manage personnel turnover, what managerial practice is essential?
To effectively manage personnel turnover, what managerial practice is essential?
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What is a significant cause of absenteeism related to the financial status of employees?
What is a significant cause of absenteeism related to the financial status of employees?
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Which factor is cited as exacerbating absenteeism during the first week of the month?
Which factor is cited as exacerbating absenteeism during the first week of the month?
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How does the level of wages affect absenteeism?
How does the level of wages affect absenteeism?
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What is a potential consequence of inadequate leave facilities for employees?
What is a potential consequence of inadequate leave facilities for employees?
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Which of the following is a common reason for low levels of employee morale leading to absenteeism?
Which of the following is a common reason for low levels of employee morale leading to absenteeism?
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What demographic characteristic is often a reason for maladjustment with job demands?
What demographic characteristic is often a reason for maladjustment with job demands?
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How does indebtedness among workers impact their attendance at work?
How does indebtedness among workers impact their attendance at work?
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What is the effect of unauthorized absenteeism on an organization?
What is the effect of unauthorized absenteeism on an organization?
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What is a key requirement for effective manpower planning?
What is a key requirement for effective manpower planning?
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Which of the following strategies can help manage absenteeism in a flexible working environment?
Which of the following strategies can help manage absenteeism in a flexible working environment?
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What approach should be taken to distribute tasks among team members?
What approach should be taken to distribute tasks among team members?
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Why is regular performance monitoring important?
Why is regular performance monitoring important?
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What could indicate a need for further training within a team?
What could indicate a need for further training within a team?
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What is generally a consequence of not tracking employee competencies?
What is generally a consequence of not tracking employee competencies?
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What is a strategic disadvantage related to manpower records?
What is a strategic disadvantage related to manpower records?
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Which of the following could be an effective approach to manage employee turnover?
Which of the following could be an effective approach to manage employee turnover?
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Study Notes
Personnel Management Introduction
- Personnel management is crucial for business success because it focuses on people, the most important factor in any organization.
- Business departments like personnel, marketing, finance, and production all contribute in different ways, but personnel management has a unique focus on people as a valuable asset.
- Organizational effectiveness and performance hinges upon the behavior of its employees.
- Employees working together towards shared goals are supported by the personnel management department.
Definition of Personnel Management
- Personnel management is the planning, organizing, compensation, integration, and maintenance of employees for achieving organizational, individual, and societal goals.
- Obtaining, using, and maintaining a satisfied workforce is a primary aim of personnel management. This is essential for any successful organization.
- Personnel management helps link individual and societal goals to the organization's broader objectives.
- Personnel management is fundamentally concerned with human resources.
Nature of Personnel Management
- Personnel management's function includes employee employment, development, and compensation—these processes are mainly handled by the personnel department in consultation with other departments.
- Personnel management extends general management by promoting and motivating employees to maximize their contributions.
Role of a Personnel Manager
- The personnel manager heads the personnel department, carrying out managerial and operational responsibilities.
- Providing support to senior management in creating policies related to personnel and the workforce is a key role for the personnel manager.
- Advising line managers regarding personnel matters is a significant aspect of the personnel manager's job; acting as a staff advisor.
- Counseling and resolving employee problems and grievances demonstrates a personnel manager's guiding role in the organization. This includes an emphasis on action rather than elaborate procedures.
- Acting as a spokesperson for the organization, representing the company in various contexts, is another important role, often in committees convened by the government or in training programs.
Functions of Personnel Management
- Manpower planning is a critical function, encompassing determining the right number, kind, and placement of employees to fulfill organizational goals.
- Recruitment focuses on searching for potential candidates to fill job vacancies.
- Selection involves filtering candidates based on job requirements.
- Training and development programs are crucial for equipping employees with necessary skills for current and future roles.
Manpower Planning
- This process of planning for human resources is also known as Human Resource Planning; it involves:
- analyzing current manpower inventory,
- forecasting future manpower needs,
- designing and creating employment programs, and
- developing training programs.
Steps in Manpower Planning
- Analyzing the current manpower inventory typically involves identifying the type of organization, determining the number of departments, assessing the number and kind of individuals in each department or unit, and listing employees within those units.
- The purpose of forecasting in manpower planning is to provide direction based on known conditions.
- Techniques used in forecasting include expert forecasts, Trend Analysis, Work Load Analysis, Work Force Analysis, and Mathematical models.
- The process of developing employment programs involves comparing current manpower inventory with future forecasts to address future requirements.
- Training programs should be designed to align with changing technological advancements and the requirements of the workforce.
Importance of Manpower Planning
- Manpower planning is essential for the proper functioning of the managerial functions of planning, organizing, directing and controlling.
- It is vital for efficient utilization of personnel in organizations, especially larger ones.
- Effective staffing facilitates motivation, boosts teamwork, and builds better working relationships within the organization.
- Manpower planning contributes to higher productivity in an organization and avoids wasted resources.
Need of Manpower Planning
- Manpower planning identifies shortages and surpluses in the workforce and helps allocate resources effectively.
- Recruitment, selection, and training programs are improved and strengthened.
- Manpower costs, including salaries, benefits, and overstaffing problems, can be reduced.
- Manpower planning is useful for expansion plans, diversification, workforce development, and optimal utilization of human resources.
- Organizations are empowered to understand the importance of manpower management, improving stability and long-term success.
Obstacles in Manpower Planning
- Underutilization of manpower, high absenteeism, lack of skilled labor, inadequate educational levels, and poor manpower control and review reduce efficiency.
- These difficulties are overcome by analyzing productivity using formulas relating input and output.
- Exit interviews, study of absenteeism rates, and analysis of overtime provide critical information to measure employee satisfaction and needs, aiding better human resource management.
- Lack of adequate record-keeping for manpower also poses a significant problem. This problem is often solved by properly utilizing available records, designing effective computerized systems and information retrieval systems.
Approaches to Personnel Management
- Efficient Management of personnel time, including leave, meetings, training sessions, and absences, is crucial.
- In today's workforce, it is necessary to keep a close watch on employee skill levels, including tracking in-house training.
- Maintaining a fair distribution of tasks among all personnel is critical in today's modern workplaces.
- Organizations continually need to remain confident and well-organized based on their understanding of available resources.
Personnel Planning
- Recruitment is the process of identifying and securing potential employees.
- Recruitment planning translates potential job vacancies into defined objectives for the appropriate number and type of applicants.
- Strategic recruitment development involves analyzing employee needs; using effective recruitment devices like those based on technology, and identifying internal and external sources of candidates.
Recruitment Planning
- Recruitment planning involves translating job vacancies and related information into specific objectives to target the number and type of suitable applicants.
- Recruitment planning and the job vacancies or potential candidates form the basis of recruitment and the development of objectives.
Strategy Development
- Decisions on 'make or buy' employees, technologically sophisticated recruitment, and assessing geographic labor market conditions influence recruitment strategies.
- The identification of both internal and external recruitment sources is a crucial aspect of strategy development.
Searching
- Sourcing and activation of recruitment channels, like employment exchanges or advertisements in business publications, drive a high volume of applicants.
- The process of conveying recruiting messages via specific channels is crucial for the success of the recruitment efforts.
Screening
- Screening removes unqualified applicants, saving time and money while focusing on qualified candidates.
- Efficient screening is an early stage filter ensuring that those selected have the suitable qualifications.
- Effective screening is crucial in ensuring that good candidates aren't excluded and that time and resources aren't wasted on unsuitable applicants.
Evaluation and Control
- Evaluating recruitment process effectiveness requires gathering, assessing, and analyzing statistical information.
Selection (Open a Door to Select Few)
- Selection is a key function in any HR department, ensuring the right number of the correct kind of people are at the right time and place.
- Selection involves differentiating applicants and focusing on candidates most likely to succeed. The process identifies those best suited to fill open positions, both current and planned.
Selection Process
- Selection process stages include: preliminary interviews, selection tests, employment interviews, reference and background checks, selection decision-making, physical examinations, the offer of employment, employment contracts, and evaluation of the selection program.
Placement and Development
- Placement successfully assigns a job to each selected candidate according to their qualifications and the role requirements.
- In the placement process, there are associated difficulties in matching the job description with required criteria of candidates, particularly when assessing technical skills, aptitudes, attitudes, soft skills and related aspects.
- Properly evaluating and matching the needs of the job role to the qualified applicant ensures that both parties are best suited for each other, maximizing efficiency and productivity.
Personnel Budgeting
- Manpower planning and budgeting form the basis of effective human resource management.
- Budgeting helps plan strategically for current and future manpower needs, making better use of resources, and avoids costly surprises.
- It aids consistent workforce maintenance, prevents costly surprises, and improves resource utilization.
Advantages of Budgeting
- Budgeting prompts management to promptly address potential problems.
- Budgeting provides guidance in planning and policy formulation, ensuring that objectives are numerically defined for a specific timeframe.
Absenteeism and Personnel Turnover
- Absenteeism is any deviation from scheduled working time without prior notification.
- Absenteeism is categorized into authorized (permitted) absences, unauthorized (unpermitted) absences, willful absences, and those caused by circumstances beyond the employee's control, such as sickness or accidents.
- The causes of absenteeism can include employee dissatisfaction with workplace conditions, social and religious events, poor housing, workplace fatigue, poor working environments, poor employee welfare facilities, and high levels of indebtedness.
Ways to Minimize Absenteeism
- The organization can reduce absenteeism by having a thorough employee selection process, implementing employee support systems, and addressing employee grievances.
- Providing employee welfare measures, fair compensation, and proper working conditions may also reduce absenteeism.
Labour Turnover
- External mobility refers to the rate of change in employees of an organization during any given period.
- Turnover rates are typically calculated as accessions (new hires) and separations (employees leaving).
- Factors for turnover include voluntary quitting, layoffs (job losses), disciplinary actions, and planned retirements.
- Turnover can be viewed as a problem when exceeding normal rates and an opportunity to improve the working conditions and the talent pool through employee retention.
Transfer and Promotions
- Job transfers change employment roles with similar pay, status, and responsibilities, and are distinct from promotion or demotion.
- Transfers can include production transfers, replacement transfers, and versatility transfers, each addressing unique needs.
- The principle behind a sound transfer policy is when transfers are absolutely necessary with appropriate policies and procedures.
- Transfer procedures must respect employee well-being and take their needs and concerns into account.
Promotion
- Promotion represents advancement to a more responsible position often associated with higher pay and status.
- This plays a key role in employee development and is an important aspect of organizational talent management.
- Methods of promotion include seniority, merit, and hybrid approaches.
Demotion
- Demotion is a move to a less responsible role in a company, in contrast to promotion, often used as a last resort or response to performance or compliance issues, to restructuring or in some cases, when requested by the employee.
Separation
- Separation marks the end of a contractual relationship, and occurs through several possible avenues including Retirement, Layoff, Retrenchment, Discharge, and Voluntary Retirement.
- The initiative for these separations may be initiated by the employee or by the organization.
Workplace Communication
- Workplace communication involves exchanging both verbal and nonverbal information in an organization.
- Effective workplace communication is crucial to the company’s goals to ensure they are achieved, improve productivity and reduce issues as well as costs and increase overall efficiency.
- Strong workplace communication reduces misunderstandings and increases overall job satisfaction.
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