“the management and care of staff” Human Resources “the management and care of staff”

HR topics to be covered: Workforce planning Recruitment and Selection Training Motivation

Workforce Planning Involves estimating future human resource requirements and ensuring the firm has right number of people, in the right place, with the right skills at the right time There are 4 stages in workforce planning: Know your strategic objectives – what is the business hoping to achieve and by when. Eg will a new product be developed this year or next year.

Analyse the labour market – is the business going to be able to recruit staff who are qualified in a specific area. Information can be gathered from recruitment agencies, websites, university graduates and school leavers Analyses the business demand – gather market research about demand for products/services in the future. Analyse the existing workforce – do employees need to be re-trained, are they planning to retire/leave and will the be replaced

Benefits of Workforce Planning Workforce planning encourages managers to prepare and plan for changes rather than simply react to them Allows businesses to prepare for periods of significant change eg growth, restructuring, technological change, etc Gaps in the current staffing can be identified Strategies can be put in place in order to fill staffing gaps Relevant/appropriate training can be given Staffing forecasts can be carried out Avoids overstaffing Flexible working practices may be considered so that staff are available when they are needed most

Recruitment and Selection “attracting and choosing the right person for the vacancy”

RECRUITMENT Recruitment is getting the right people to apply for the job: Identify Vacancy Conduct a Job Analysis Prepare a Job Description Prepare a Person Specification Identify Recruitment Sources Draw up an Advert See handout

Candidate Response methods: Application Form Curriculum Vitae (CV) Letter of Application What are the advantages and disadvantages, for the organisation, of each method of application.

Internal Recruitment Internal recruitment – job vacancy is only advertised within the organisation. Only people currently working for the organisation can apply. Vacancy can be e-mailed to staff, on the intranet, staff notice board, staff bulletins etc What are the advantages and disadvantages of this method of recruitment

Advantages Staff are already known to the business – know their ability Less training is required – staff already know the policies/procedures Job vacancies can be filled quickly Can be a promotion – staff feel valued and motivated Money saved on advertising, recruitment etc Disadvantages There is no “fresh blood” brought in to the organisation with new ideas Another vacancy will be created within the organisation Conflict among existing employees competing for the job Existing employees may not have the correct skills leaving the vacancy unfilled

External Recruitment External recruitment – job vacancy is advertised within and outwith the organisation. Anyone can apply for the job Vacancy can advertised in newspapers/journals, websites (s1jobs.com), job centre, recruitment agencies and company website What are the advantages and disadvantages of this method of recruitment

Advantages Wider range of applicants with new ideas Larger number of applicants to choose from (this can also be as disadvantage) Job vacancies can be filled quickly if using a recruitment agency Employee may have relevant experience and not need training Disadvantages Cost of advertising/using an agency. Process will take longer New employee can take time to settle in. May end up being unsuitable for the job Existing staff who apply and don’t get the job may feel undervalued and demotivated

“picking from your applicants” SELECTION “picking from your applicants” Risks exist if the wrong person is appointed: Poor performance Increased training costs Higher labour turnover costs Conflict within the organisation

System for Selection Application Forms Interviews Testing Evaluation See handout Evaluation Appointment

Training – Why? Well-trained workers are more productive Watch this clip Well-trained workers are more productive Creates a more flexible workforce Should lead to job satisfaction Should reduce accidents and injuries Improves the image of the company Attracts good applicants to the firm Can improve the chances of promotion Make sure when talking about benefits you make it clear if it’s for the employee or employer.

Types of Training N5 Recap On-the job – carried out in the workplace. Undertaken by employees to improve their knowledge, skills and performance Off-the-job – carried out away from the workplace. It may involve additional qualifications and is delivered by specialists Induction training – offered to new employees. Includes tour of the building, health and safety, specific training about the new job.

Describe each method and why would it be used. Methods of Training Whichever type of training is undertaken, it can be delivered in many ways: Lectures Role playing and simulations Job rotation Apprenticeships Multimedia Describe each method and why would it be used.

Professional Development Organisations need to provide staff with opportunities to develop as individuals and employees. Any form of training allows staff to develop new knowledge and skills which will allow them to do the jobs more efficiently. Training schemes for staff do not necessarily lead to formal qualifications but some do (see next slide).

Work-based Qualifications Many organisations will allow employees to work and study for qualifications at the same time. SVQ’s (Scottish Vocational Qualifications) are an example Staff can gain skills and qualifications through apprenticeships – someone learn on-the-job and goes to college to gain recognised qualifications. Eg plumbing, joinery

ICT and Training ICT can be used in many different ways during training: Virtual learning environments (VLE) – web-based resources can be accessed from home or work. Learners can have access to a trainer/tutor. Web conferencing/video conferencing – training staff at the same time that are spread over a wide geographical area

ICT and Training Access to centrally stored materials – notes, videos, demonstrations Presentation software (powerpoint) can be used to deliver training (See Highland Council Intranet, Staff Information, Learning and Development) For each method why would they be used and what are the benefits/reasons for using them.

Motivation Employees want to feel motivated at work in order to be satisfied with their job Employers want employees to be motivated in order to get the best out of them

Maslow’s hierarchy of needs Maslow suggests that there are 5 levels of human needs that have to be met. Each level must be satisfied before moving onto the next. Self esteem Social needs Safety and security needs Physiological needs Self-actualisation Morality, creativity, spontaneity, acceptance, purpose, meaning Confidence, achievement, recognition, status Friendship, belonging, intimacy Health, employment, family, security Food, water, shelter, clothes

McGregor X and Y This theory suggest that there are 2 types of manager: Theory X and Theory Y Theory X Employees do not like work and try to avoid it Employee has no drive or ambition Employee not interested in responsibility or empowerment Manager therefore has to control all that is going on and makes all the decisions

Theory Y Work provides employees with satisfaction and a sense of achievement Employees are happy to work hard to achieve goals for the organisation Manager therefore provide opportunities for development and empowerment Manager will delegate tasks/responsibility to employees

Herzberg Theory Hertzberg believes that there were 2 factors which effect employees in the work place Motivators Achievement, recognition, work itself, responsibility and advancement Hygiene factors (these would de-motivate staff if not present) Working conditions, salary, status and job security

Covered in Understanding Business Leadership Styles Staff can be motivated or demotivated depending on the type of leader they have. 3 types: Autocratic Democratic Laissez-faire Covered in Understanding Business

Using rewards to motivate staff Financial rewards: Flat rate, time rate, piece rate, overtime and bonus Describe each method and explain why they are motivating Non-Financial rewards: Company car, pension/insurance, luncheon vouchers/subsidised canteen, staff discount and child care vouchers Why would non-financial rewards be motivating?

Non-Financial Methods – Employee Involvement If management involve staff in tasks and decision making this can be motivating for staff. Examples: Delegation Job enrichment Job enlargement Job rotation Quality circles Teamworking Worker participation Works councils Worker directors Task: match the term with the definition

Task – justify the following motivation strategies Provide fair pay for the work the employees do Empowering employees with responsibility for carrying out a particular task or duty Avoid the use of temporary contracts if possible Provide opportunities for continuing professional development Offer incentives (eg bonuses for achieving targets) Having an open door policy Empower employees

Justification Employees will work harder if they feel they are being suitably rewarded. Staff are motivated by being given extra responsibility – gives variety. Permanent contracts give job security. More effort put in if employees are there long term. More efficient/skilled at job. Employees feel valued if the are allowed to work and gain qualifications

Continued … The harder employees work the more they are rewarded. See the results of working harder. If allowed to talk to Managers about issues (work or non-work related), they may be resolved before they start to impact on work. Giving staff the authority to make decisions makes them feel in control of their work. Being trusted by Management can motivate staff.