Human Resources Management 3 - Document Analysis

Yesterday 18:26 Okay. Just another minute and we\'ll start, so be ready. Okay, we can start. We can start in six and three minutes. We are also recording the session. Let\'s start. Good evening. Good afternoon. Good evening---it depends. We are quite near to the very end of the afternoon. And wel...

Yesterday 18:26 Okay. Just another minute and we\'ll start, so be ready. Okay, we can start. We can start in six and three minutes. We are also recording the session. Let\'s start. Good evening. Good afternoon. Good evening---it depends. We are quite near to the very end of the afternoon. And welcome. Welcome to part number two of the module related to---eventually---HR, so to the module related to Human Resources Management. Okay, so today we will have the second part, part number two of this module, which is one of the most important about the first---the first part, or at least one belonging to the start of this journey. Hi Maria, welcome. Okay. Today, I want to start with this quote because I usually start with some quotes. In the last lesson, I started with an introduction about myself. But today, I just want to start and introduce this part of the module through a quote. You can find on the internet a lot of different quotes, but I chose this one by Steve Wynn, first of all because I use some quotes by Steve Wynn also for other kinds of modules, but in particular because I think this quote reflects a trend that we can find in Human Resources Management: \"Human Resources isn\'t a thing we do; it\'s the thing that runs our business.\" So today, I want to start with this point. Carl, I didn\'t forget to answer you because you asked me a good question---a good question at the end of the last lesson---and I want to start later by\... I will have the opportunity. Oh yes, you can consider that for me, your question is one of the most important questions about Human Resources Management, and that\'s why I appreciate it. Also because your question is important for me in order to talk not only to you but to all of you about some pieces of my experience, okay? It\'s also a good opportunity to share my experience because every experience---oh, don\'t worry, don\'t worry, Saman---oh, at the beginning\... Saman, we are beginning, don\'t worry, don\'t worry. We are just at the beginning of this module, and every kind of experience, not only professional but also personal, has bright parts and also, why not, dark parts---or if you prefer, positive and negative. Of course, my tone, my way to\... my informal way---that is the formal way that you have since I had the opportunity to start to work a long time ago---I started working, I remember well, in the second half of the \'90s in a consultancy company. Also regarding\... I forgot to open the\... And so my informal way to teach, also to communicate, is part of the work, okay? Consider that I have, of course, like anyone, some parts that are not so positive, at least, but I learned that especially the negative parts of my experience, if we are able to elaborate, to think, to reflect, and why not also to work on ourselves, can become the positive part of tomorrow. I strongly believe in this kind of value, and I think that this is a value that for me at least, of course, is important not only in my work but also in my life. So, why did I choose this kind of quote in order to start today? But in general, as I told you, I use also some quotes by Steve Wynn because these quotes reflect a specific trend that I see in the work with companies, especially large companies, or at least in Italy and also in new ones, okay? So my impression is, my opinion is, my experience is, at least with the companies with which I work, that something has changed after the end of the pandemic situation. Yes, I know that we have situations in which Human Resources are not so considered as resources, and still, I see that we are in front of companies that consider resources as numbers, nothing more, but I see also that something has changed. That\'s why today---and this is also the point that I want to treat with you, starting with this lesson---is also to see the different kind of agenda of contents about today, because today I want to complete the part related to the processes of HR planning, and in particular the job analysis, the job description, in order to give you also some information about the ways by which a company decides to hire people, the processes by which HR Management of companies organizes a situation related to hiring processes. Then I want to change the page because I found some time ago, some years ago, a good and positive video by Rainer Strack, a German expert about management. And this video is very interesting, at least for me, in order to introduce some aspects of HR management. In general, it shows the situation about the global workforce and the crisis that he calls for 2030 about the global workforce all around the world. But the second part is more specific about Human Resources Management and is focused on the dynamics---the things that are related to why we stay in a company or why we quit a company---and also some important challenges for the future. Then we will conclude this part with two important topics. The first one: the process related to onboarding, and the second one: the retention of people. In this moment, I think that, at least according to my experience, retention of people is very crucial for companies. Well, Saman, in the usual way by which I tend to respond---if I have an answer, of course---to you, consider that HR is in the middle, is in the middle of all kinds of processes within a company, okay? Supply chain manager\... But for me, I don\'t know directly the supply chain sector; that\'s why, for example, I\'m not involved in masters about supply chain, okay? But considering manager as a service line manager, consider that part of the work related to the management of Human Resources is directly managed by the HR manager or the staff, and part is managed in cooperation with the service line. So, when I was the manager of my service but also the project manager within projects that I delivered and that I coordinated within the company, I had great support from Human Resources Management because---I don\'t remember if I already told you, but if I told you, I repeat myself; otherwise, it\'s the first time that I tell you---we had the support of a specific resource from the Human Resources Management, okay? But at the same time, I was in staff relating to, for example, some processes---pointing issues---that\'s because there was a Quality Assurance. So I worked in staff with Human Resources Management because I was the technician, the expert of a specific part of service---the Quality Assurance. So you must see the co-creation between HR management and service managers as something that is not only in one way but is in two different ways, okay? But the relation is that HR is a sort of consultant for services within a company, but at the same time, HR management is within the organizational chart, in staff to the top management, okay? So it depends, of course, on the type of company. The situation that I told you is the situation of a large company and also a medium one. Of course, I am working and sometimes I work also with small companies in which this kind of chart is quite different, okay? So the situation can vary. But in general, the situation is as this kind of picture, okay? I hope you consider that each manager is and works in cooperation with HR and must have support. Otherwise, within a company, you have a sort of net without any kind of links. That\'s why HR is just in the middle of this kind of net. But of course, some processes are not possible to be delivered directly by HR, and they are delivered only through the cooperation with service managers. Okay, let\'s come back to the main topics that we covered last lesson, first of all because I wanted to show you again this slide, this chart. In this slide, you find the seven processes related to HR management, okay? Human Resources Planning---we already saw recruitment and selection, and today we work also on the recruitment and especially selection. Learning and development is related, as I told you, to the art of training people for scaling, upskilling, and so on. Development is crucial because development is the part of the process related to the work that HR management organizes in order to let people grow, that kind of talent. Performance management is the way---we talked about performance management, for example, through the performance evaluation, and it\'s typical, for example, a system called 360-degree evaluation. But you can find within companies also other kinds of evaluation. Number five: Industrial relations. Industrial relations is another important process about HR management, okay? In this case, you find also, unfortunately, the part related to dismissals, layoffs. Just to give you an example because I want to give you examples also related to my experience in order to give you concrete things. I remember that among the difficult experiences in my company that I lived a long time ago, there was the time in which I had, with my leader, my regional leader, we had to prepare the list of people to be sent in layoff, okay? Layoff is a specific period in which people are out of the job, out of work, but they still receive a part of the income, okay? And the duration can be quite different. So we had to prepare the list in order to define the different priorities. Consider that at the end, I went into layoffs, and my particular situation was quite particular. So it was a tradition of words because I was in Quality Assurance, I had to prepare the visit of Quality Assurance certification because we needed the Quality Assurance certification. Otherwise, we had problems in presenting our offer for the new bid for our main customer, okay? So I remember working two weeks alone in the office---sorry, I smile because I remember also that period that was not very easy, even if I\... Of course, I remained alone in the office to prepare the visit. And so my bonus after the good evaluation was to go into layoff for five weeks, okay? Consider that this was also the only one time---only one time---that I said very, very heavy words to my regional leader who was in Germany, in order to say, usually when you work in specific projects like Quality Assurance, you receive a bonus. My bonus was very important: to go on layoff for five weeks. This was the only\... Yes, unfortunately for me it was not easy to prepare the list with me on it, because preparing the list means to say, \"You remain here, you go out,\" yes, temporarily. For me, it was one of the most difficult situations within a company, okay? Also, look at that. It was, of course, a difficult period---industrial relations. So industrial relations is something that is related to the kind of contract, okay? I participated or attended---I was also within the syndicates for some periods---so I was also in self-communities, in communities, of course, in the company, in order to define the new kind of contracts and the specific contract and renewal of contract, and so on. This is related to industrial issues. Then number six: management of diversity. Because I have no specific information---because it\'s not my specific field---but I know that at this moment a lot of different, like Italian companies, start to have also responsible people for the management of diversity, okay? Even if the main responsibility is in charge of Human Resources. And last one: health and safety program. That is also one of the most ancient processes that you can find in HRM. For example, in Italy since 1981, we have an important law about security in buildings and so on. I want to answer and I want to complete my answer to Carl because Carl asked me the other side, the other part last module, I think, about dismissals and the layoffs. About layoffs, I answer also through my experience. Of course, HR management intervenes also in hard times. We could say especially---I say that if HR management works well and intervenes during the entire life of your company, since the beginning to the end, and so on. Of course, it depends also on the number of staff because it depends on a lot of things, of course. Dismissals and also, why not, so the most difficult times. And in this sense, everyone can experience or have experienced it. Now, you told me in your question that you\'re living this kind of situation in your company. Of course, the role of HR management is very crucial because it has to prepare a lot of documents but also in supporting people. For example, when we had to prepare the list for layoff, we had the support of HR management in order also to give us some information about the situation of each kind of employee, okay? So the information given by HR management was of paramount importance. But I just want to conclude this answer, telling you---not only to you, Carl, but to all of you---that I was born in 1965. I worked within a company for a long time. After all, I decided to go out because I wanted to do my career outside, experience in a totally different situation, okay? But I learned a lot, not only from good times, not only from the good leaders, but especially from the bad times, okay? Sometimes also with rage, with anger, sometimes with despair. And I learned also that in our kind of career, we have some specific times that are good and some specific times that are bad. But I think that especially the bad times for me have been very important in order to understand the kind of leader, the kind of manager, the kind of person that I wanted to be, okay? So I hope to have answered, also giving you a wider range of answers, okay? Yes, when the going gets tough. For example, I want to add something. After having quit the role within the company, I decided not to work as Quality Assurance. Consider that I received a lot of---at least four or five different proposals after an inquiry because I was an auditor, I was in Quality Assurance, I was in charge of the Quality Assurance processes for more than, as I told you, five or six hundred people---a lot, okay? But my destiny, my vision, was to be a trainer, was to be a coach about soft skills. So even if I am involved in processes related to this kind of topics, I decided to change completely the page of my life, okay? Because for me it was important to follow a new direction. Of course, it was not new in general, okay, because I had already started to deliver training courses about soft skills and so on. But I remember that experience as fundamental because otherwise I would not have had the opportunity to work in a certain way within companies, okay? I had the background that is necessary for people---a person like me, for a professional trainer like me---to work within companies. That\'s why, for example, I work better with larger medium companies more than small ones. Why? Because I have that kind of experience. Remember also that in our life, in our career, we cannot be---in Italy we say \"tuttologi,\" people that can talk about everything, okay? Even if I think that sometimes we can also have this kind of fake behavior, but it\'s not sustainable for a long time. Okay, let\'s start with the job analysis because I want to give you some information in order for you, if you will have the opportunity---oh yes, yes, yes, Nani, Nani also, another thing. I thank you because you are giving me material to add something more. Believe me, it\'s important for me, okay? Consider that a lot of Human Resources managers---at least the managers that I know---the last year, yesterday, yesterday I had in a course that I am delivering for Prosegur, so I can tell you also the name of this great company in the security sector in Italy, even if it\'s Spanish by origin---I had in my course also the HR manager, a young manager and very competent, very expert, and she told me that she has decided to start a specific master to become a coach. Why, you could ask me, why some managers, HR managers, decide to become coaches? Because coaching can give you a wider preparation about empathy, about working better in serving or better supporting people, okay? So HR---a lot of HR managers are psychologists, and also not only psychology stuff. Also, I have to translate from Italian the university degree, the university master\'s, sorry, final result is managing engineer---\"ingegneria gestionale\" for Italians, okay? Managing engineer. Sorry, I hope I translated well; then I can check the right translation because I see also working with companies that in reality this kind of engineers are well-focused on greatness, strategic planning, organization, and I must confess to you that HR managers must be organized. So you must have two different levels of skills. The first one is related to relations, of course; the second one is related to planning, organization, structure, rationality, and so on, okay? So HR managers can be psychologists or managing engineers. These are the two main points that I see at this moment are important for hiring new managers or managers, also employees within HR staff, okay? So you have to know that you can ask me everything. I don\'t know if I have every kind of question, but please, for me it\'s important in order to give you more information or at least as much information as I can give, okay? Job analysis. Job analysis is fundamental in order to understand the kind of person that you want to hire. But before, remember that at the end, you select a person; at the beginning, you define the role. It\'s clear the difference between role and person, because you must design at the beginning the role, then you choose the right person for that role. You cannot think of a person to design a role; you must design the role. An example, okay. As a freelancer, as a professional trainer, I participate sometimes in some teams that are assigned by training companies in order to respond to specific bids for large companies and also for organizations of the public administration in Italy and not in Italy, okay? One day I have to prepare the CV. They don\'t ask the CV to Stefano Scher. Of course, they ask me the CV, but in reality they want to prepare something that is an ideal CV with skills that must be filled by a potential candidate, okay? Then they work with several CVs and so on in order to define beforehand the skills. This is a job analysis. They say, okay, we need this kind of role, we need this kind of requirements, we need this kind of skills, we need this kind of degree and knowledge, and so on. Then they start to choose the persons needed in order to share this kind of bid, okay? So it\'s important at the beginning to decide what the job should be and what sort of person is needed for that job---not in terms of name, in terms of skills. Skills have the priority, remember. So analysis is the process of analyzing and describing the tasks, responsibilities, outcomes of a job, and also knowledge, competencies, skills, abilities that are required to perform it. In order to give you not only the things that you have to do but also some questions that can be very useful in order for you to collect some information that you will use in order to define this job analysis, you can use also these questions. For example: What is the kind of role we need to fill? It\'s a strategic thought; it\'s a strategic reflection about the job and also the role, of course. Is this role the best way of executing the tasks that we need to do? Why is this question important? Because when you have to implement your team, you must understand if this kind of role and this kind of job in reality is needed, is related to a specific period, or can be a continuous need that you will have, if this kind of role must be filled by more than one person, and so on. So you understand that this is a strategic work, and this kind of work sometimes is not done by HR management but is done directly by the service line manager. Another example: when I have to deliver some training courses\... Yesterday 18:55 Another example: when I have to deliver some training courses\... Yesterday 18:55 Okay? And I don\'t know if you have a question for me or not, maybe not. Uh, sorry about that. I just pressed\... Thank you. Don\'t worry. I stopped because I read the message by Dalia: \"Most people not modify their\...\" Oh yes, yes, yes. Well, Dalia, first of all, I can tell you that it is very important the fact that, as we said also two days ago, sometimes men decide to present the CV even if they don\'t have 100% of the requirements that are asked. Women, especially women, decide not to respond, okay? So we have also this kind of situation that is also due to differences in genders. Of course, Dalia, when you prepare your CV, it is important also not to prepare something that you start to send to every kind of company, but I, for example, suggest people to use not only the CV but also a letter that can accompany the CV that for me is more important also, because if you see on LinkedIn, for example---not only LinkedIn, for example on Canva---you have the opportunity of a one-page CV, and especially for the fact that today you have only summaries and so on. Sometimes the CVs tend to be quite similar; that\'s why for me it\'s more important to prepare a letter. And Dalia, this phenomenon for me is also related to the fact that social communication---social and in general communication in this moment in the last years---is quite superficial. So you have this kind of risk, of course. And then I read also other kinds of messages, but of course within the company it\'s important also to read between the lines because this is sometimes the most important work that they could do. Okay, in fact, many times a successful candidate, an individual qualified for the position, might not even be invited just because of insufficient or missing keywords from the job description, while those passing\... Yes, the state of the CV gets higher chances for me, but it\'s for interview if you focus on the points. The fact also to prepare a CV that is aligned with keywords, because keywords are sometimes the first part of the work of research of candidates stating that cover letters are outdated and the new norm is a little\... Oh yes, that\'s why, for example, in admin\... Yes, I know, but I consider the letter as important in order to give you not a long presentation but something that is more detailed. For example, you can use the field related to the summary as a sort of letter or presentation. That\'s all that you can use. Of course, the letter is tailored, no? But the summary field can be useful in order to present you and introduce your best. Okay, again, from my experience nowadays there is so-called ATS-friendly CV so that they can pass the\... okay, okay. Oh, okay. Again, thank you for this information. I think it\'s important to later summarize your experience. Some employees don\'t take the time. Yes, that\'s right. I consider that it\'s in letters because I used to send the subsidy. Sometimes, for example, some days ago about the proposal that I talked to you about---some musical. I prepared the letter very well; then they asked me in response to change something about this in order to better present some points. Of course, better means that I add this kind of skills, okay, in order to emphasize this point so much. But at the beginning, I sent the letter, so we are assisting two different kinds of\... Oh yes, Rosa is important. But Rosa, not only referrals. You know, do you know that you have referrals also within LinkedIn? I invite you to use the references within LinkedIn. Do you know what references are within LinkedIn? All of you? Please tell me if you have no idea what references are. It\'s new for you? Okay? Also others. Because if you give me one minute\... Uh, what do you say? My company represents an interesting\... Okay, give me the time to decide to write the different chance because your comment is very important and also references. Okay. Me too. Did you know? Okay, don\'t worry, after the break, I will explain through the use of LinkedIn what a referral is. Also references. No problem. No problem. I can explain to you because for me it\'s fundamental. That\'s why I refer a lot because the concept of referral is focused within the LinkedIn profile. Okay, yes, yes. Don\'t worry, after the break I will explain to you. Consider that for me it\'s an important part. Of course, as you see, we are going also outside the concept of HRM, but because we are talking about the hiring process and also the selection, it can be very useful for you to have also some information, at least the main information that you need within your LinkedIn profile because the LinkedIn profile is, for me, the new---and in a sense, I agree with me---it is the new way for companies and also for headhunters to search potential candidates. Okay. Okay, Vincent, so references after Queen\'s chat. What do you say about companies that present and sell and then one side you discover that\'s insufficient, okay? It turns out this means that we as potential candidates must improve our way to detect eventual problems. Okay, this means also preparing some questions during the interview. You can see that the interview is important, of course, for us to be also---for you to be hired, but it is also a specific way to know and have more knowledge of the company. And this is a suggestion to improve our way to prepare questions. Then sometimes it can also be a good way to understand in advance the situation you consider affecting perhaps\... Oh no, no. Okay, I can give you, if you want---all of you---at the end of this lesson I will leave you my email. Okay. So, because today we have to sort of have the HR manager, and if you want, we can discuss these things also outside. Consider also that you have within this master the career service. Career service will be fundamentally crucial for your growth, okay? So we will be supported. Okay. Okay, later Nanny. I just want to give you---sorry---share with you my LinkedIn profile but only to understand what the reference section is that is very important. Yes, keywords. Okay. Here\'s another kind of thing: a one-page CV that you can prepare with Canva, for example, and also a wonderful use of LinkedIn. Now let me conclude this part and close the bracket, okay? Otherwise, we stay on the same slide for a long time. Let\'s go ahead. This part is very important. What skills do we need to effectively do this job? Here we start to design the requirements, skills, and so on, okay? This is very, very important because this is the real part that we can use, of course, in HR management in order to work with people. So, how can we collect data? Through interviews, for example, with potential candidates, questionnaires. Consider that, for example, companies, headhunters, use some specific personality indicators. I don\'t know if you know some kinds of personality indicators. I can give you some examples. They\'re called tests: Insights Discovery, Big Five, Myers-Briggs, Emergenetics, that we think\... Oh yes, if you want, you can find a wonderful test about yourself and you can know something more about yourself. If you go to the site www.16personalities.com---so I am writing here in chat: 16personalities.com. Okay, if you go to this site, you will have the opportunity to do a specific test. This test is among the tests that are used also to define and to understand the personality, the human traits of people. Okay. Observation, and also some internet-based job analysis. And here we are, right to LinkedIn. Consider that according to my experience, LinkedIn is having high power in using, of course, in defining skills, requirements, and so on, more than, for example, other kinds of research. That\'s why I suggest you empower your LinkedIn profile because the LinkedIn profile is really something that has become more important in comparison, for example, with the CV. Of course, the CV is important, yes, okay? But the LinkedIn profile is the first sight approach in order to have a better idea about a candidate. Okay. That\'s why it\'s important to have a good LinkedIn profile and well-detailed reference section. It\'s just one. Consider that if you want, later we will see also some parts of the LinkedIn profile. My LinkedIn profile is in Italian, but I don\'t want to translate the things that are related to me, of course, but just to understand the sections that can be very useful for you. Okay? Now after this job analysis, we have the job description. We are entering directly into a part that is most important for companies or headhunting services to define the requirements of a specific job. So what is a job description? A good job description is an organized and factual written statement that describes the duties and responsibilities of the job. Duties and responsibilities of the job. And this kind of statement specifies what a worker does, how, why, the kind of priorities, the circumstances under which it is done, and what the job does not include. Okay, so when you write the job description---and I just want to give you also some important sites---you know that you can find a lot of examples just to understand also the kind of job description that you could have in relation to specific jobs or roles. Writing a job description means preparing the job identification, the job summary, the kind of relationships that you will have within that kind of job or role, responsibilities and duties, performance standards, and working conditions.