Personnel Management PPT PDF 2023-2024

PERSONNEL MANAGEMENT  Introduction to personnel managements In a business organization, there are several departments such as personnel, marketing, production, finance etc. Each department functions in one way or another, but the Department of Personnel has the particular characteri...

PERSONNEL MANAGEMENT  Introduction to personnel managements In a business organization, there are several departments such as personnel, marketing, production, finance etc. Each department functions in one way or another, but the Department of Personnel has the particular characteristic of being concerned with people which is the most important factor in business.  The organizational performance and effectiveness depend on the behaviour, performance: activities of its people. People are to be managed, developed and treated as an asset for the welfare of the organization These people, also known as employees or workers, are the ones that management should get along with. Employees are a group of people who work together to achieve specific goals, and their work is supported by an organization called "personnel management  In this course, we shall begin with the review, the development of personnel, its meaning, definitions, roles and functions and approaches.  1.2. Definition of Personnel Management can be defined as obtaining, using and maintaining a satisfied workforce. It is a significant part of management concerned with employees at work and with their relationship within the organization. According to Flippo, “Personnel management is the planning, organizing, compensation, integration and maintenance of people for the purpose of contributing to organizational, individual and societal goals.”  According to Brech, “Personnel Management is that part which is primarily concerned with human resource of organization.” Personnel Management: for the purpose of this unit; it is to let us look at personnel management from a simple perspective. In simple terms, McNaughton (1987) opined “personnel management” means dealing with employees. It is that aspect of management which is concerned with obtaining and effectively utilising human resources.  Nature of Personnel Management 1.Personnel management includes the function of employment, development and compensation- These functions are performed primarily by the personnel management in consultation with other departments. 2.Personnel management is an extension to general management. It is concerned with promoting and stimulating competent work force to make their fullest contribution to the concern.  Cont.. 3.Personnel management includes the function of employment, development and compensation- These functions are performed primarily by the personnel management in consultation with other departments. 4.Personnel management is an extension to general management. It is concerned with promoting and stimulating competent work force to make their fullest contribution to the concern. 5. Personnel management exist to advice and assist the line managers in personnel matters. Therefore, personnel department is a staff department of an organization. 6. Personnel management lays emphasize on action rather than making lengthy schedules, plans, work methods. The problems and grievances of people at work can be solved more effectively through rationale personnel policies. 7. It is based on human orientation. It tries to help the workers to develop their potential fully to the concern. 8. It also motivates the employees through it’s effective incentive plans so that the employees provide fullest co- operation. 9. Personnel management deals with human resources of a concern. In context to human resources, it manages both individual as well as blue- collar workers.(person performs manual labor) 1.3.Role of Personnel Manager Personnel manager is the head of personnel department. He performs both managerial and operative functions of management. His role can be summarized as : 1. Personnel manager provides assistance to top management- The top management are the people who decide and frame the primary policies of the concern. All kinds of policies related to personnel or workforce can be framed out effectively by the personnel manager. 2 He advices the line manager as a staff specialist- Personnel manager acts like a staff advisor and assists the line managers in dealing with various personnel matters. 3 As a counsellor,- As a counsellor, personnel manager attends problems and grievances of employees and guides them. He tries to solve them in best of his capacity. 4 Personnel manager acts as a mediator- He is a linking pin between management and workers. 5 He acts as a spokesman- Since he is in direct contact with the employees, he is required to act as representative of organization in committees appointed by government. He represents company in training programmes. 1.4.Functions of Personnel Management 1.Manpower Planning 2.Recruitment 3.Selection 4. Training and Development  Manpower Planning Manpower Planning which is also called as Human Resource Planning consists of putting right number of people, right kind of people at the right place, right time, doing the right things for which they are suited for the achievement of goals of the organization. Human Resource Planning has got an important place in the arena of industrialization. Human Resource Planning has to be a systems approach and is carried out in a set procedure. The procedure is as follows: 1.Analysing the current manpower inventory 2.Making future manpower forecasts 3.Developing employment programmes 4.Design training programmes Steps in Manpower Planning 1 Analysing the current manpower inventory- Before a manager makes forecast of future manpower, the current manpower status has to be analysed. For this the following things have to be noted-  Type of organization  Number of departments  Number and quantity of such departments Employees in these work units Once these factors are registered by a manager, he goes for the future forecasting 2 Making future manpower forecasts- Once the factors affecting the future manpower forecasts are known, planning can be done for the future manpower requirements in several work units. The Manpower forecasting techniques commonly employed by the organizations are as follows: i. Expert Forecasts: This includes informal decisions, formal expert surveys and Delphi technique. (process used to arrive at a group opinion or decision by surveying a panel of experts) ii.Trend Analysis: Manpower needs can be projected through extrapolation (projecting past trends), indexation (using base year as basis), and statistical analysis (central tendency measure). iii. Work Load Analysis: It is dependent upon the nature of work load in a department, in a branch or in a division. iv. Work Force Analysis: Whenever production and time period has to be analysed, due allowances have to be made for getting net manpower requirements. v. Other methods: Several Mathematical models, with the aid of computers are used to forecast manpower needs, like budget and planning analysis, regression, new venture analysis. 3 Developing employment programmes- Once the current inventory is compared with future forecasts, the employment programmes can be framed and developed accordingly, which will include recruitment, selection procedures and placement plans. 4 Design training programmes- These will be based upon extent of diversification, expansion plans, development programmes, etc. Training programmes depend upon the extent of improvement in technology and advancement to take place. It is also done to improve upon the skills, capabilities, knowledge of the workers. Importance of Manpower Planning 1. Key to managerial functions- The four managerial functions, i.e., planning, organizing, directing and controlling are based upon the manpower. Human resources help in the implementation of all these managerial activities. Therefore, staffing becomes a key to all managerial functions. 2. Efficient utilization- Efficient management of personnels becomes an important function in the industrialization world of today. Setting of large scale enterprises require management of large scale manpower. It can be effectively done through staffing function. 3 Motivation- Staffing function not only includes putting right men on right job, but it also comprises of motivational programmes, i.e., incentive plans to be framed for further participation and employment of employees in a concern. Therefore, all types of incentive plans becomes an integral part of staffing function. 4 Better human relations- A concern can stabilize itself if human relations develop and are strong. Human relations become strong trough effective control, clear communication, effective supervision and leadership in a concern. Staffing function also looks after training and development of the work force which leads to co-operation and better human relations. 5 Higher productivity- Productivity level increases when resources are utilized in best possible manner. higher productivity is a result of minimum wastage of time, money, efforts and energies. This is possible through the staffing and it's related activities ( Performance appraisal, training and development, remuneration) Need of Manpower Planning Manpower Planning is a two-phased process because manpower planning not only analyses the current human resources but also makes manpower forecasts and thereby draw employment programmes. Manpower Planning is advantageous to firm in following manner: 1. Shortages and surpluses can be identified so that quick action can be taken wherever required. 2. All the recruitment and selection programmes are based on manpower planning. 3. It also helps to reduce the labour cost as excess staff can be identified and thereby overstaffing can be avoided. 4. It also helps to identify the available talents in a concern and accordingly training programmes can be chalked out to develop those talents. 5. It helps in growth and diversification of business. Through manpower planning, human resources can be readily available and they can be utilized in best manner. 6. It helps the organization to realize the importance of manpower management which ultimately helps in the stability of a concern. Obstacles in Manpower Planning Following are the main obstacles that organizations face in the process of manpower planning: 1 Under Utilization of Manpower: The biggest obstacle in case of manpower planning is the fact that the industries in general are not making optimum use of their manpower and once manpower planning begins, it encounters heavy odds in stepping up the utilization. 2 Degree of Absenteeism: Absenteeism is quite high and has been increasing since last few years. 3 Lack of Education and Skilled Labour: The extent of illiteracy and the slow pace of development of the skilled categories account for low productivity in employees. Low productivity has implications for manpower planning. 4 Manpower Control and Review: a.Any increase in manpower is considered at the top level of management b.On the basis of manpower plans, personnel budgets are prepared. These act as control mechanisms to keep the manpower under certain broadly defined limits. c. The productivity of any organization is usually calculated using the formula: Productivity = Output / Input But a rough index of employee productivity is calculated as follows: Employee Productivity = Total Production / Total no. of employees d. Exit Interviews, the rate of turnover and rate of absenteeism are source of vital information on the satisfaction level of manpower. For conservation of Human Resources and better utilization of men studying these condition, manpower control would have to take into account the data to make meaningful analysis. e. Extent of Overtime: The amount of overtime paid may be due to real shortage of men, ineffective management or improper utilization of manpower. Manpower control would require a careful study of overtime statistics. Few Organizations do not have sufficient records and information on manpower. Several of those who have them do not have a proper retrieval system. There are complications in resolving the issues in design, definition and creation of computerized personnel information system for effective manpower planning and utilization. Even the existing technologies in this respect is not optimally used. This is a strategic disadvantage. 1.4 Approaches to Personnel Management These are the main approaches/ techniques were used in personnel management Understand Your Team In today's flexible working day, it can be time consuming keeping managing schedules. Keep a live calendar to record leave, meetings, training days and other absences to stay flexible with your team  Make sure your team is aware of what changes can be made with and without authorization to create a platform for flexible working that doesn't affect plans. Keep a close eye on competencies. It is essential to work with your team to understand who is able to complete which tasks. This is something that can be achieved by tracking in-house training. Allocate Resources When assigning projects or tasks, use your calendar and sheets as above and make sure work is distributed evenly. It can be tempting to call on the same few team members for the same tasks - but this can overwork your best staff and does not give a chance for other employees to improve their skills.  Give new team members, and those with recent training, the chance to develop their new skills. You will need to give them more attention than your best team members but this is essential for nurturing new talent and not overworking top talent. Monitor: The more personnel you have to manage, the harder it is to make sure that they are all working productively. Put motions in place to measure employee performance; this could include time records and regular reporting and leads to more informed performance appraisals. You need confidence that the return from your team is as high as it can be. Regular performance appraisals lessen the risk of issues escalating and ensure that all team members are in the right role. Identify Gaps: Effective monitoring will allow you to quickly identify skill gaps in your team. If there are certain tasks that are not being performed to high standard this may indicate a training requirement. If your team is worked to the absolute maximum, then you may need to employ additional resources into the team. Make Confident Decisions Once you know your team's availability and competency, and are confident that tasks are being performed in the most efficient way, you will be able to easily respond when you are asked to assign to projects or resources. If your team is approached with a new challenge or project, you will be ready to react with informed feasibility, timescales and outcomes. Confident and organized personnel management depends on following the above steps. This way, you will be fully aware of the resources at your disposal and will be in the best position to deal with changes and challenges. TOPIC 2 PERSONNEL PLANNING 2.1 Recruitment, In simple terms recruitment is understood as a process for searching and obtaining applicants for jobs, from among the available recruits. The process of discovering potential candidates. A formal definition of Recruitment is:  Planning Strategy Development Searching Screening Evaluation and Control 2.1.1 Recruitment Planning The first stage in the Recruitment Process is planning. Planning involves the translation of likely job vacancies and information about the nature of these jobs into a set of objectives is targets that specific the number and the type of applicants to be planned. 2.1.2 Strategy Development Make or buy employees Technological Sophistication of Recruitment and Selection Devices. Geographic distribution of labour markets comprising job seekers. Sources of Recruitment that is internal sources and external sources. 2.1.3 Searching i. Source Activation: this takes place when a job vacancy exists in the organization. If the organization has planned and well and done a good job of developing its source and search methods, activation soon results in a flood of application. ii.Selling: In selling the, both the Message and media deserve attention in the organization. Message refers to the employment advertisements. Media refers to the source of any recruiting message. For example, Employment Exchange, advertises in Business magazines. 2.1.4Screening: The purpose of screening is to remove from the recruitment process at an early stage, those applicants who are visibly unqualified for the job. Effective screening can save a great deal of time and money. Care must be exercised to assure that potentially good employees are not lost. 2.1.5 Evaluation and Control It is necessary as considerable costs are incurred in the recruitment process. Statically information should be gathered and evaluated to know the suitability of the recruitment process. Selection (Opens the door to a select few) Selection has been regarded as the most important function of HR department. It ensures the organization that, it has right number, right kind of people at the right place at the right time. Meaning and definitions: It is the process of differentiating between applicants in order to identify (and hire) those with the greater likelihood of success. The process of choosing among individuals who have been recruited to fill existing or projected job openings. In a simple meaning, is the process of Hire or No Hire decision regarding each application for a job. SELECTION PROCESS i. Preliminary Interview ii.Selection Tests iii.Employment Interview iv.Reference and background checks v. Selection Decision vi.Physical Examinations vii.Job Offer viii.Contract of Employment ix.Evaluation of Selection program Preliminary Interview The purpose of this interview is to scrutinize the applicants, i.e elimination of unqualified applications. Selection Tests: Different types of selection tests may be administrated, depending on the job and the company. Generally, tests are used to determine the applicant’s ability, aptitude, and personality. Employment Interview: The next step in the selection process is employment interview, an interview is conducted at the beginning, and at the selection process of the employment interview can be one-to one interview or panel interview. Reference and background checks: Many employers request names, address, telephone numbers or references for the purpose to verify information and gaining additional background information of an applicant. Selection Decision: Selection decision is the most critical of all steps in selection process. The final decision has to be made from the pool of individuals who pass the tests, interviews and references checks. Physical Examinations: After selection decision and before the job offer is made, the candidate is required to undergo a physical fitness test. A job offer is often, contingent upon the candidate being declared fit after the physical examinations. Job Offer: The next step in selection process is job offer. Job offer is made through a letter of appointment. Such a letter generally contains a date by which the appointee must report on duty. Contract of Employment; Basic information is written in contract of employment that varies according to the level of job. After the offer and acceptance of the job certain document is the attestation form. Evaluation of Selection program: The broad test of effectiveness of selection process is a systematic evaluation. A periodic audit is conducted in the HR department that outlines and highlights the areas which need to be evaluated in the selection process. 2.2 PLACEMENT AND DEVELOPMENT: Placement is a process of assigning a specific job to each of the selected candidates. It involves assigning a specific rank and responsibility to an individual. It implies matching the requirements of a job with the qualifications of the candidates. Problems involves in Placements: i. Matching the job description with a resume is a major challenge. ii.Candidates need to be accessed in every criteria like technical knowledge, aptitude, attitude, soft skills, communication, etc due to which reason sometimes there are not enough candidates to fill the available vacancies. iii To fill the job with people who have at least the minimum required qualifications people should be placed on the job that will make the best possible use of their talents, given available job or HR constraints. iv The dependent jobs may be sequential or pooled. In sequential jobs, the activities of the one employee are dependent on the activities of the fellow employee. 2.3 PERSONNEL BUDGET: Manpower Planning and budgeting serves as the foundation for managing an organization’s Human Resources. It enables organizations to plan strategically to meet current and future manpower needs, and prevents unnecessary surprises in maintaining steady-state manpower. Budgeting plays an important role in the effective utilization of available resources in order to achieve over all objectives of an organization. Advantages of Budgeting: 1. Budgeting forces the management to study about the problems relating to the timely implementation. It generates a sense of caution and care among the line managers. 2. It guides the management relating to the planning and formulation of policies. 3. Budgeting provides a means of controlling income and expenditure of a business. It gives a plan for spending. 4. It defines the objectives of an organization in numerical terms for a specific period. 5. Budgeting is used to evaluate the policies and goals of an organization. Moreover, such policies and goals are tested with the help of budgetary control. 2.4 ABSENTEEISM AND PERSONNEL TURNOVER: Meaning of Absenteeism, Each employer/any organization expects employees to be present in work place as per timings or schedule fixed for the purpose. Any deviation from the fixed time reporting entails loss to the organization. When any employee fails to report for duty on time without prior intimation or approval, then the employee is marked as “absent” TYPES OF ABSENTEEISM absenteeism is of four types: 1) Authorized Absenteeism 2) Unauthorized Absenteeism 3) Willful Absenteeism 4) Absenteeism Caused by Circumstances beyond One’s Control (1) Authorized Absenteeism: If an employee absents himself from work by taking permission n from his superior and applying for leave, such absenteeism is called authorized absenteeism. (2) Unauthorized Absenteeism: If an employee absents himself from work without informing or taking permission and without applying for leave, such absenteeism is called unauthorized absenteeism. (3) Willful Absenteeism: If an employee absents himself from duty willfully, such absenteeism is called willful absenteeism. (4) Absenteeism Caused by Circumstances beyond One’s Control: If an employee absents himself from duty owing to the circumstances beyond his control like involvement in accidents or sudden sickness, such absenteeism is called absenteeism caused by circumstances beyond one’s control. Causes of Absenteeism: (1) Maladjustment with the working conditions: If the working conditions of the company are poor, the workers cannot adjust themselves with the company’s working conditions. Then they prefer to stay away from the company. (2) Social and Religious Ceremonies: Social and religious functions divert the worker’s attention from the work. (3) Unsatisfactory Housing Conditions at the work place. (4) Industrial Fatigue: The industrial fatigue compels the workers to remain outside the work place. (5) Unhealthy Working Conditions: The poor and intolerable working conditions in the factories irritates the workers. Excess heat, noise, either too much or too low lighting, poor ventilation, dust, smoke etc. cause poor health of the workers. These factors cause the workers to be absent. (6) Poor Welfare Facilities: Though a number of legislations concerning welfare facilities are enacted, many organizations fail to provide welfare facilities. This is either due to the poor financial position of the companies or due to the exploitative attitude of the employee. The poor welfare facilities include poor sanitation, washing, bathing, first-aid appliances, ambulance, rest rooms, drinking water, canteen, shelter, crèches etc. The dissatisfied workers with these facilities prefer to be away from the work place. (7) Alcoholism: Workers mostly prefer to spend money on the consumption of the liquor and enjoyment after getting the wages. Therefore, the rate of absenteeism is more during the first week of every month. (8) Indebtness: The low level wages and unplanned expenditure of the workers force them to borrow heavily. The research studies indicate that the workers borrow more than 10 times of their net pay. Consequently, workers fail to repay the money. Then they try to escape from the place to avoid the money lenders. These leads to absenteeism. (9) Maladjustment (unsatisfactory) with the Job Demands: The fast changing technology demands higher level skills from the workers. Some workers fail to meet these demands due to their lower level education and / or absence of training. (10) Inadequate Leave Facilities: Due to the limited leave options provided by the employer, the worker is compelled to rely on medical leave. (11) Unsound Personnel Policies: The improper and unrealistic personnel policies result in employee dissatisfaction. The dissatisfied employee’s in turn prefers to be away from work. (12) Low Level of Wages: Wages in some organizations are very poor and they are quite inadequate to meet the basic needs of the employees. Therefore, employees go for other employment during their busy seasons and earn more money. Further, some employees take up part- time jobs. Thus, the employees resort to moon lighting and absent themselves from work. Measures to Minimize Absenteeism: Absenteeism affects the organization from multiple angles. It severely affects the production process and the business process. The effect of unauthorized absenteeism is more compared other types of absenteeism. However, it would be difficult to completely avoid absenteeism. The following measures are useful in controlling or minimizing absenteeism. 1) Selecting the employees by testing them thoroughly regarding their aspirations, value systems, responsibility and sensitiveness. 2) Adopting a humanistic approach in dealing with the personal problems. 3) Following a proactive approach in identifying and redressing employee grievances. 4) Providing hygienic working conditions. 5) Providing welfare measures and fringe benefits, balancing the need for the employees and the ability of organization. 6) Providing high wages and allowances based on the organizational financial position. 7) Improving the communication network, particularly the upward communication. 8) Providing leave facility based on the needs of the employees and organizational requirement 9) Providing safety and health measures. 10) Providing cordial human relations and industrial relations. 11) Educating the workers. 12) Counseling the workers about their career, income and expenditure, habits and culture. 13) Free flow of information, exchanging of ideas, problems etc. between subordinate and superior. 14) Granting leave and financial assistance liberally in case of sickness of employee and his family members. 15) Offering attendance bonus and inducements. 16) Providing extensive training, encouragement, special allowances in cash for technological advancements. LABOUR TURNOVER: When employees feel dissatisfied with their career growth within their current organization, they may look for job opportunities elsewhere. Similarly, organizations may choose to hire from outside if they feel that internal candidates are not the best fit. This process, where employees leave for other opportunities or are replaced by external hires, leads to what is known as external mobility or employee turnover, often referred to as an 'external career. Meaning: External mobility means shifting of employees into and out of an organization. It is defined as the rate of change in the employees of an organization during a definite period. It measures the extent to which old employees leave and new employees enter into an organization. Types of labor turnover: (1) Accessions: Accessions are additions of new candidates to the existing employees. It includes employment of new candidates, reemployment of former employees, employees called back to work after layoff etc. (2) Separations: separations mean termination of employment. They are also called employee turnover. They include: · 3. Voluntary quitting or resignations by employees when they are dissatisfied with the present job and/or organization, or when they get better employment in other organizations. · 4. Layoff or lack of work: organizations terminate the services of employees when the jobs are eliminated or reduced to adoption to technology or adverse business conditions or lack of power, materials, breakdown of machinery etc. globalization and consequent competition reduced the size of most of the companies and turned many sound companies into sick companies. These factors led to job cuts in many organizations. · 5. Disciplinary lay off or discharge: organizations terminate the services of employees if they are dissatisfied with the performance or conduct of employees. · 6. Retirement and deaths: stages in external mobility: there are four stages in external mobility, viz. exploration, establishment including mutual recruitment conditions, entry, having first job assignment settlement, transfer, promotion and granting of tenure, maintenance stage and decline stage. Computation of external mobility: (uhamaji) Rate of external mobility is generally computed in terms of accession rate (kiwango cha kujiunga), separation rate and composite rate (kiwango cha mchanganyiko). Their computation formulae are given here under: 1. Accession Rate: This rate calculates the proportion of new employees who were hired or joined the organization during a specific time frame. The accession rate measures the ability of the organization to attract and onboard new talent. The formula for the accession rate is: Accession Rate = (Number of New Hires) / (Average Workforce Size) * 100 2. Separation Rate: The separation rate assesses the proportion of employees who have left the organization during a specific time period, which may include resignations, retirements, or terminations. This rate helps gauge the organization's ability to retain employees. The formula for the separation rate is: Separation Rate = (Number of Separations) / (Average Workforce Size) * 100 3. Composite Rate: The composite rate is a combination of both accession and separation rates, providing a more comprehensive view of external mobility. It considers the influx of new hires and the outflow of separations as a percentage of the average workforce size. The formula for the composite rate is: Composite Rate = [(Number of New Hires + Number of Separations) / Average Workforce Size] * 100  By calculating these rates, organizations can gain insights into their workforce dynamics, including how effectively they are attracting new talent, retaining employees, and managing changes in their workforce. These metrics are valuable for human resources professionals and management to assess and make informed decisions related to recruitment, retention, and overall workforce management. EXAMPLES let's provide an example that illustrates the computation of the accession rate, separation rate, and composite rate. Imagine a company called “KANYALA COM LTD" for the year 2023 with the following data: Number of New Hires in 2023: 50 Number of Separations in 2023: 30 Average Workforce Size in 2023: 1,200 (average of the number of employees at the beginning and end of the year) 1 Accession Rate: Accession Rate = (Number of New Hires) / (Average Workforce Size) * 100 Accession Rate = (50) / (1,200) * 100 Accession Rate = (50 / 1,200) * 100 Accession Rate = 4.17% So, KANYALA accession rate for 2023 is 4.17%. This means that 4.17% of their workforce consists of new hires who joined the company during that year. 2 Separation Rate: Separation Rate = (Number of Separations) / (Average Workforce Size) * 100 Separation Rate = (30) / (1,200) * 100 Separation Rate = (30 / 1,200) * 100 Separation Rate = 2.50% KANYALA`S COM. separation rate for 2023 is 2.50%. This indicates that 2.50% of their workforce left the company during that year. 3 Composite Rate: Composite Rate = [(Number of New Hires + Number of Separations) / Average Workforce Size] * 100 Composite Rate = [(50 + 30) / 1,200] * 100 Composite Rate = (80 / 1,200) * 100 Composite Rate = 6.67% KANYALA’s COMP. composite rate for 2023 is 6.67%. This represents the overall workforce change in the company, considering both new hires and separations, as a percentage of the average workforce size. These rates help KANYALA Company ltd assess their hiring and retention efforts for the year 2023. The accession rate shows how successful they were in attracting new talent, the separation rate indicates employee turnover, and the composite rate gives a broader view of workforce dynamics. Effects of external mobility: Certain degree of external mobility is inevitable due to death, retirement, and layoff and is also desirable it enables the flow of efficient human resources into the organization. But mobility behind the level confronts managers with many interrelated and knotty problems like deployment and redeployment of human resources among various departments and jobs, increasing cost of reemployment, induction and placement, increasing rate of accidents and wastage, declining efficiency of employees and overall productivity etc. though external mobility is for the betterment of the employee in some cases it causes problem to employees in many 2.5. Transfer, Promotions Job transfer is a change in job where the new job is substantially equal to the old in terms of pay, status and responsibilities. Transfer is neither promotion nor demotion but merely a horizontal or lateral movement of an employment. TYPES OF TRANSFER: Production transfers A shortage or surplus of lab our force is quite common in different department in plant or several plants in an organization. It is necessary to adjust such surplus and shortage so as to have adequate manpower in all departments and plants. This type of transfer is useful for regular and continuous production activities.  Replacement transfer A replacement transfers is introduced when all operations of the organization are declining. The purpose of replacement transfer is to give protection to senior employees as long as possible. Purpose for transfer  Variation in the volume of work  Providing training to employees  Rectification of poor placement  Satisfying personal needs of employees  Meeting mutual needs of employees  Meeting organizational needs  Avoiding fatigue and monotony  Giving punishment for negligence Providing convenience to employees Principle of sound transfer policy  Transfer should be made only when absolutely necessary.  Basis of transfers should be properly decided.  Large scale transfers, frequent transfer and transfers for the sake of transfer should be avoided.  Responsibility for initiating and approving transfer decisions should be clearly defined.  Transfer should not be made as a punishment or as a revenge on an employee.  Transfer should be made after taking concerned employee into confidence.  A request for transfer by an employee on sound personal ground should be considered sympathetically and granted promptly.  All transfers should be made in the best interest of the organization.  Management should prepare a sound transfer policy.  An employee should be given an opportunity to appeal to an appropriate authority over the decision of his transfer.  The effect of the transfer on the pay and seniority of the transferred employee should be clearly evaluated.  Transfer should be clearly defined as permanent or temporary.  The performance of the employee should be assessed impartially before transferring him. Versatility transfer These transfers are made in order to make employees versatile and competent through training facilities. The purpose of transfers is to offer the facility of training and development to employees. Shift transfers Industrial units normally operate in two or three shifts. Transfers of employees from one shift to another are commonly made on a rotation basis. Remedial transfer They are for the rectification of faulty placement made in the initial period. Remedial transfers are also made at the request of employees and are also called as personal transfer. Examples of Job transfers generally fall into one of two categories: those initiated by management or those made in response to an employee’s request. Transfers initiated by the employer may be necessary because of temporary work load imbalances; the need to rotate employees to limit exposure to harmful conditions; corporate restructuring; dislocations caused by job elimination or reductions in force; and demotions in response to disciplinary or performance problems. Employees may initiate a transfer because they want new or broader experience; there is friction among coworkers; they want to better use their skills; or they need accommodation for disabilities or family care responsibilities. Either way, transfers may be temporary or long-term, depending on the organization’s business needs. PROMOTION: Promotion is vertical movement of an employee within the organization. In other words, promotion refers to the upward movement of an employee from one job to another higher one, with increase in salary, status and responsibilities. Purpose and Advantages of Promotion Promotion stimulates self-development and creates interest in the job. According to Yoder, “promotion provides incentive to initiative, enterprise and ambition; minimizes discontent and unrest; attracts capable individuals; necessitates logical training for advancement and forms an effective reward for loyalty and cooperation, long service etc.” The purposes and advantages of promotions are to:  recognize employee’s performance and commitment and motivate him towards better performance;  develop competitive spirit among employees for acquiring knowledge and skills for higher level jobs;  retain skilled and talented employees;  reduce discontent and unrest;  To fill up job's vacant position that is created due to retirement, resignation or demise of an employee. In this case next senior employee will be promoted to the vacant job.  utilize more effectively the knowledge and skills of employees; and attract suitable and competent employees. Reasons for promotion Retirement or resignation  Sudden death of an employee  Transfer of supervisory staff  New posts may be created  Open new branches, division, regional offices Methods of Promotion Promotion by seniority Promotion are given as per seniority i.e. The period/ length of service of employees in the enterprise. Seniority has been defined as the length of recognized service in an org. Here the date of appointment serves as the basis of promotion. Promotion by seniority is a normal practice in government departments and banks etc.  Promotion by merits. (sifa) It is an alternative to promotion by seniority. Promotion are given as per the merits of worker, which include educational qualification, experience and qualities such as honesty, sincerity and involvement in the work assigned. Management always prefer promotion by merits while employees and union demand promotion by seniority DEMOTION Along with promotion, the terms demotion & separation are also used. Demotion is the antithesis of promotion wherein an employee is demoted to the post at a lower level. For example, a manager may be demoted as supervisor. Demotion is lowering of status, salary & responsibilities of an employee´. It is a type of punishment for serious mistakes or irregularities on the part of the employee. It is a lesser punishment as compared to dismissal. Promotions are very common but demotions are rare & used as a method of last resort. Moreover, demotion carries adverse psychological effect on the employee. Separation is a step ahead of demotion. It involves cessation ( kusitisha) of services of personnel from an organization. The contractual relationship comes to an end. If a parson retires, is a type of separation. However, separation is also possible before the expiry of the period of contract. In case of layoff, retrenchment, discharge or voluntary retirement, separation takes place but it is at the initiative of the employer/ management. Layoff -temporary separation under specific circumstances. Retrenchment sort of permanent separation by an employer with due notice as per statutory provisions. The employee is also paid compensation. Discharge or dismissal permanent separation of an employee from the organization for violation of organizational rules (dishonesty, carelessness, drunkenness, etc.). Voluntary retirement the employer offers attractive package of compensation to those who are willing for separation on voluntary basis. Such retirement leads to permanent separation from the job. TOPIC 3 WORK PLACE COMMUNICATION 3.1 INTRODUCTION TO COMMUNICATION: Workplace communication involves speaking, listening, observing and the ability to understand verbal and nonverbal meanings in the communication processs Workplace communication is the process of exchanging information, both verbal and non- verbal, within an organization. An organization may consist of employees from different parts of the society. These may have different cultures and backgrounds, and can be used to different norms. To unite activities of all employees and restrain from any missed deadline or activity that could affect the company negatively, communication is crucial. 3.2 EFFECTIVE COMMUNICATION AT WORK PLACE (Effective communication, also called open communication) Effective workplace communication ensures that all the organizational objectives are achieved. Effective communication is vital to business. Improving communication skills is an ongoing process. Workplace communication is tremendously important to organizations because it increases productivity and efficiency. Ineffective workplace communication leads to communication gaps between employees, which causes confusion, wastes time, and reduces productivity. Believe (and witness) the people they work with (their leaders peers or reports) acting ethically and honestly. Know their opinions and ideas are meaningful to the success of the organization. Feel safe to express their opinions. Receive information equally and openly. Are highly trained in the requirements of their role, and are able to interpret information provided to them. Believe that actions are taken, and decisions made with positive intent.  Feel responsibility towards common goals. Make use of multiple channels and opportunities to interact are open to them.