Human Resource Planning and Job Analysis Lecture PDF

Human Resource Planning and Job Analysis  Introduction Human resource planning is a process by which an organization ensures that it has the right number and types of people: - capable of effectively and efficiently completing the tasks that will help the organization ac...

Human Resource Planning and Job Analysis  Introduction Human resource planning is a process by which an organization ensures that it has the right number and types of people: - capable of effectively and efficiently completing the tasks that will help the organization achieve its overall strategic objectives. - at the right place - at the right time. Fundamentals of Human Resource Management 11e 2  Introduction  HR planning must be Linked to the organization’s overall strategy to compete domestically and globally Translated into the number and types of workers needed Senior HRM staff need to lead top management in planning for HRM issues. Fundamentals of Human Resource Management 11e 3  An Organizational Framework  A mission statement defines what business the organization is in, including Why it exists Who its customers are. Strategic goals set by senior management to establish targets for the organization to achieve. Goals are generally defined for the next 5-20 years. Fundamentals of Human Resource Management 11e 4  Linking Organizational Strategy to HR Planning  During a corporate assessment: SWOT Analysis determines what is needed to meet objectives  Strengths  Weaknesses  Opportunities  Threats HRM determines what knowledge, skills, and abilities are needed by the organization’s human resources through a job analysis. Fundamentals of Human Resource Management 11e 5  SWOT Analysis for the Human Resources Department Strengths (Internal)  Efficient recruitment processes: The HR team effectively uses strategies and tools to attract and hire high-quality candidates.  Robust training and development programs: Continuous learning opportunities are provided to employees to enhance their skills and growth.  Strong employee engagement: There is a positive workplace culture with high levels of interaction and morale among employees.  Solid policy adherence: The department consistently ensures compliance with labor laws and regulations.  Well-structured performance management: Systems are in place to regularly assess and improve employee performance, driving productivity. 6  SWOT Analysis for the Human Resources Department…Cont’d. Weaknesses (Internal)  Resource constraints: The department may face challenges with limited staffing or budget, affecting recruitment and employee support efforts.  Outdated HR systems: Reliance on older technology may lead to inefficiencies in areas like payroll processing, recruitment, and employee tracking.  Turnover challenges: High employee turnover may point to weaknesses in retention strategies and workplace satisfaction.  Lack of diversity efforts: Struggles in implementing diversity and inclusion initiatives can limit the department’s effectiveness.  Communication gaps: Poor communication between HR and other teams may lead to misunderstandings or missed opportunities for collaboration. 7  SWOT Analysis for the Human Resources Department…Cont’d. Opportunities (External)  Upgrading to modern HR technology: Leveraging advanced software solutions can help streamline recruitment, performance monitoring, and analytics.  Growing emphasis on employee well-being: Trends toward mental health support, flexible work arrangements, and work-life balance offer the HR team chances to enhance employee satisfaction.  Expanding remote workforce: The shift toward remote work provides access to a larger, more diverse talent pool globally.  Adapting to changing labor laws: Keeping up with new regulations presents an opportunity to refine policies that ensure compliance and improve employee relations.  Enhancing CSR initiatives: Promoting corporate social responsibility activities can strengthen the organization’s reputation and employee involvement in sustainability. 8  SWOT Analysis for the Human Resources Department…Cont’d. Threats (External)  Evolving labor regulations: New or changing laws may create unexpected compliance challenges, increasing legal risks.  Competitive job market: Intense competition for talent, especially from organizations offering higher salaries or better benefits, can make it difficult to retain key employees.  Economic instability: An economic downturn could result in budget cuts, reduced hiring, and an increased need for layoffs or downsizing.  Technological advancements: Competitors adopting cutting-edge HR technologies may gain operational advantages, leaving slower adopters at a disadvantage.  Shifting employee expectations: Growing demands for flexible work environments, professional development opportunities, or enhanced benefits could lead to increased turnover if not addressed. 9  Linking Organizational Strategy to HR Planning STRATEGIC DIRECTION HR LINKAGE mission determining organization’s business setting goals and objectives and goals objectives strategy determining how to attain goals and objectives determining what jobs need to be structure done and by whom matching skills, knowledge, people and abilities to required jobs Fundamentals of Human Resource Management 11e 10  Linking Organizational Strategy to HR Planning To have a long-term vision and goals to grow your company, you need a strategic workforce plan. HR must ensure staff levels meet strategic planning goals. An HR inventory report summarizes information on current workers and their skills HR information systems (HRIS)  Process employee information  Quickly generate analyses and reports  Provide compensation/benefits support 11  Linking Organizational Strategy to HR Planning  Succession planning includes the development of replacement charts that: Portray middle- to upper-level management positions that may become vacant in the near future List information about individuals who might qualify to fill the positions John Beth Kathy Ann Fundamentals of Human Resource Management 11e 12  Linking Organizational Strategy to HR Planning HR must forecast staff requirements:  HR creates an inventory of future staffing needs for job level and type, broken down by year  Forecasts must detail the specific knowledge, skills, and abilities needed, not just “we need 25 new employees” Fundamentals of Human Resource Management 11e 13  Linking Organizational Strategy to HR Planning HR predicts the future labor supply:  A unit’s supply of human resources comes from: New hires Contingent workers such as freelancers, independent contractors, consultants, or other outsourced and non- permanent workers Transfers-in Individuals returning from leaves  Predicting these can range from simple to complex  Transfers are more difficult to predict since they depend on actions in other units Fundamentals of Human Resource Management 11e 14  Linking Organizational Strategy to HR Planning  retirements easiest to forecast  dismissals possible to forecast  transfers possible to forecast  layoffs possible to forecast  voluntary quits difficult to forecast  prolonged illnesses difficult to forecast Fundamentals of Human Resource Management 11e 15  Linking Organizational Strategy to HR Planning Candidates come from Migration into a community Recent graduates Individuals returning from military service Increases in the number of unemployed and employed individuals seeking other opportunities, either part-time or full-time The potential labor supply can be expanded by formal or on-the-job training. Fundamentals of Human Resource Management 11e 16  Linking Organizational Strategy to HR Planning To match labor demand and supply, HR  Compares forecasts for demand and supply of workers  Monitors current and future shortages, and overstaffing. Sometimes, strategic goals must change as a result  Uses downsizing to reduce supply and balance demand Fundamentals of Human Resource Management 11e 17  Linking Organizational Strategy to HR Planning Employment Planning and the Strategic Planning Process demand for labor Outcomes demand exceeds recruitment assess current supply define establish human resources compare demand organization corporate goals -- - - - - - - - - - - - - for and supply of mission and objectives HRMS: human resources job analysis supply exceeds demand decruitment supply of human resources Fundamentals of Human Resource Management 11e 18  Job Analysis Job analysis is a systematic exploration of the activities within a job.  It defines and documents the duties, responsibilities, and accountabilities of a job and the conditions under which a job is performed Fundamentals of Human Resource Management 11e 19