Download MBA (Master of Business Administration) HRM and Finance 1st and 2nd Semester Human Resourse Management Notes
UNIT ? I
Lesson 1
HRM ? AN OVERVIEW
Lesson Outline
Nature of HRM
Definition of HRM
Development of HRM
Environment of HRM
Learning Objectives
After reading this lesson you should be able to
Understand the nature and scope of the HRM
Define HRM
Describe the development of HRM
Detail the environment of HRM
Introduction
In all activities men and resources are involved. For a long time men or workers were
taken for granted. Greater accent was given to resources, production machinery and top
managers. But at present in the modern large scale production of innumerable products
with a wide market, (where sky is the limit) in the last few decades the importance of
human resources and their development has come to the fore. The importance of human
resources to any organization need not be over-emphasised. Human resource is the wealth
of a nation and an organisation. The development process is wide and varied. In this
lesson, let us understand the importance and concept of Human Resources Management.
(HRM).
Human Resources
In the general parlance, human resources are people and their characteristics at work either
at the national level or orgationsational level. Megginson has defined human resources as
follows:
"From the national point of view, human
resources are knowledge, skills, creative
abilities, talents and attitudes
obtained in the population; whereas
from the viewpoint of the individual enterprise
they represent the total of the inherent abilities,
acquired knowledge and skills as exemplified
in the talents and aptitudes of its employers"
Sumantra Ghosal considers human resources as human capital. He classifies
human capital into three categories ? intellectual capital, social capital and emotional
capital. Intellectual capital consists of specialized knowledge, tacit knowledge and skills,
cognitive complexity and learning capacity. Social capital is made up of network of
relationships, sociability, and trustworthiness. Emotional capital consists of self-
confidence, ambition and courage, risk-bearing ability and resilience".
In simple words, HRM is a process of making the efficient and effective use of
human resources so that the set goals are achieved.
Definition of HRM
According to Flippo, `Personnel Management, or say, human resources
management is the planning, organizing, directing and controlling of the procurement,
development, compensation, integration, maintenance, and separation of human resources
to the end, that individual, Organisational and social objectives are accomplished".
The National Institute of Personal Management (NIPM) of India has defined
human resources ? personal management as "that part of management which is concerned
with people at work and with their relationship within an enterprise. Its aim is to bring
together and develop into an effective organization of the men and women who make up
enterprise and having regard for the well ? being of the individuals and of working groups,
to enable them to make their best contribution to its success".
According to Decenzo and Robbins, "HRM is concerned with the people
dimension" in management. Since every organization is made up of people, acquiring
their services, developing their skills, motivating them to higher levels of performance and
ensuring that they continue to maintain their commitment to the organization is essential to
achieve organsational objectives. This is true, regardless of the type of organization ?
government, business, education, health or social action".
HRM can be defined as a process of procuring, developing and maintaining
competent resources in the organization so that goals of an organization are achieved in an
effective and efficient manner. In other words HRM is an art of managing people at work
in such a manner that they give best to the organisation.
Significance of HRM
Human resources are the most precious asset of an organization. They are the
activators of non-human resources, means for developing competitive advantages and
sources of creativity. Ghoshal outlines the role of HRM in managing an organization in
the following lines.
"Indian Companies have spruced up their strategic thinking; they have even moved
a generation ahead with their organsations. But they still have managers who have been
shaped by old models. They are essentially a group of first generation managers whose
definitions of roles and tasks, personal skills and competencies, ideas and beliefs about
management have been shaped by an earlier model. You cannot manage third generation
strategies with second generation organizations and first generation managers to meet the
needs of second generation organisations and third generations strategic thinking.
The above view indicates the role of HRM in Indian industry. Significance of
HRM can be viewed in three contexts; organizational, social and professional.
Organsiational significance
i.
Effective utilization of human resources to motivate them and to change
their attitudes to work and the organization.
ii.
To develop personnel to meet the demands of the work effectively; and
iii.
To ensure proper recruitment and to retain personnel in the organization
so that right people are available.
Social significance
This aspect aims in achieving the need satisfaction of personnel in the organsiation.
It is often said that a happy worker is not only happy in his work place but also at home
and in society also.
Hence HRM seeks to achieve the following
i.
Maintaining balance between jobs and job-seekers, taking into
consideration job requirements, job seekers' abilities and aptitudes
ii.
Providing most productive employment from which socio-psychological
satisfaction can be derived.
iii.
Utilizing human capabilities effectively and matching with government
rewards.
iv.
Eliminating wasteful organizational and individual practices.
Professional Significance
This aspect involves in developing people and providing appropriate environment
for effective utilization of their capabilities and involves the following.
i.
Developing people on continuous basis to meet the challenges of their
jobs.
ii.
Maintaining the dignity of personnel at the work place;
iii.
Providing proper physical and social environment at the work place to
make
Concept of HRM
Human Resources are considered as a very important asset of any organisation and
at the national as well. Other resources are of no avail without Human Resources. They
can be made more effective and purposeful. There is no limit in their abilities and their
abilities can be continuously improved with training, skill, attitude and additional
scientific gadgets and mechanies. Concept of HRM borders on,
i.
Men or personnel can do many wonderful things and take up any
challenge.
ii.
They can be trained to do
iii.
Necessary climate can be created to increase their efficiency.
iv.
Environment and their liberties can be increased to create a congenial
atmosphere.
Karen Legge has specified three elements of HRM as follows
1. Human resource policies should be integrated with strategic business planning and
used to reinforce appropriate culture.
2. Human resources are valuable and a source of competitive advantage.
3. Human resources can be tapped most effectively by mutually consistent policies
which promote commitment and foster a willingness in employees to act flexibly
in the interest of the adaptive organsiation's pursuit of excellence.
John Storey has specified four elements of HRM as follows:
1. A set of beliefs and assumptions.
2. A strategic thrust embodying decisions about people management.
3. The central involvement of line management
4. Dependence upon a set of levers to determine the employment relationships
Development of HRM
Awareness regarding HRM was felt during the industrial revolution around 1850 in
Western Europe and U.S.A. Only during the beginning of 20th century, it was felt in India.
Since then to the present era. The development of HRM may be classified as follows:
Trade Union Movement Era
The conditions of workers in the aftermath of factory system as an outcome of
industrial revolution, were very pathetic. The first world war worsened the situation. The
Royal Commission of Labour in India in 1911, under the chairmanship of J.H. Whitely,
recommended the abolition of the `Jobber' system and the appointment of labour officers
in industrial enterprise to perform the recruitment function as well as to settle workers'
grievance. Workers also started forming `trade unions'. The Trade Union Act, 1926 was
passed in India. The basic object underlying trade union was to safeguard the worker's
interest and to sort out of their problems such as use of child labour, long hours of work
and poor working conditions. These unions used strikes, slowdowns, walkouts, picketing,
as weapons for the acceptance of their problems. These activities of trade unions gave rise
to personnel practices such as collective bargaining, grievance handling system,
arbitration, disciplinary practices, employee benefit programmes and sound wage
structure.
Social Responsibility Era
In the beginning of 20th century, some factory owners, employers started showing
humanistic approach towards the workers. Robert Owen, a British industrialist, reformer
and humanitarian is considered to be the first to adopt humanistic approach towards
workers. He viewed that the principal social and economic environments influence the
physical, mental and psychological development of workers. Hence he felt that to
improve the productivity, it is necessary to improve conditions of employees by removing
them from the adverse environment to a congenial atmosphere with the availability of
satisfactory living and working conditions.
The philosophy in Owen's patriatic approach was that workers are just like
children and the owner is just like a father. Therefore the owner should take care of the
workers, just like a father looks after his children. Owen himself implemented this
philosophy in his cotton mill in Scotland by introducing facilities such as shower baths,
toilets, rest rooms and increased minimum wages and housing scheme.
Scientific Management Era
The concept of scientific management was introduced by F.W.Taylor in the USA
in the early part of 20th century as on alternative to the prevailing system of management
by initiative and incentive based on his shop floor job experience.
Taylor developed four principles of scientific management
1.
Development and use of scientific methods in setting work standards,
determining a fair day, work, and best way of doing work.
2.
Scientific selection and placement of workers best suited to perform the
various tasks and provision of their training and development for maximum
efficiency.
3.
Clear cut division of work and responsibility between management and
workers.
4.
Harmonious relationship and close cooperation with workers to achieve
performance of work in accordance with the planned jobs and tasks.
In the scientific theory, Taylor viewed men and workers as one driven by fear of
hunger and search for profit. Accordingly, if economic reward is tied up with the efforts
put on the job, the worker will respond with his maximum physical capability.
Taylor also developed several techniques to introduce his scientific ideas in
management.
They were
i. Time study ? to measure the time taken to each job and each operation and to
standardize the operations of the job.
ii. Motion study ? to study body movements in workplace and to reduce wasteful
motions.
iii. Standardization of tools, equipments, machinery and working condition.
iv. Incentives ? wage plan with differential piece rate for efficient and inefficient
workers.
Human Relations Era
During the years 1925 to 1935, experts expressed their opinions towards the human
aspects of organisation activities. Hugo Munsterberg in his book, "Psychology and
Industrial Efficiency", suggested the use of psychology in selection, placement, testing
and training of employees in an organisation. Elton Mayo and his associates conducted a
series of experiments from 1924 to 1932 of the Hawthone plant of the Western Electric
Company in the USA. The main findings of Hawthorne Experiments were as follows:
i.
Physical environments at the work place do not have any material
impact on the efficiency of work.
ii.
Favorable attitudes of workers and psychological needs had a beneficial
impact on the morale and efficiency of workman.
iii.
Fulfillment of the worker's social and psychological needs had a
beneficial impact on the morale and efficiency of workmen.
iv.
Employee groups based on social interactions and common interests
exercised a strong influence on worker's performance.
v.
Workers cannot be motivated solely by economic rewards. More
important motivators are job security, recognition, right to express their
opinion on matters related to them.
The findings have stated that the relationship between the superiors and
subordinates should relate to social and psychological satisfaction of the employees.
Employee, satisfaction is the best means of making the employee productive.
Behavioural Science Era
Important elements of behavioural approach to HRM is as follows:
i. Individual behaviour is linked with the group behaviour. For example, a
person may resist to change his behaviour as an individual. But he or she will
readily do so if the group to which he or she belongs, decides to change its
behaviour.
ii. Informed leadership rather than the formal leadership of manager is more
effective in influencing people to achieve standards of performance.
According to their view, democratic leadership style of the manager is more
acceptable to the subordinates and hence more effective.
iii. By nature, people do not dislike work. Most people enjoy work and one is
motivated by self control and self development. In fact job itself is a source of
motivation and satisfaction to employee.
iv. Expanding subordinate influence, self ? control and self ? direction can
improve operating efficiency.
Systems Approach Era
A system may be defined as a set of interdependent parts forming an organized
unit or entity. The system is defined as "an organized and complex whole: an assemblage
or combination of things or parts forming a complex unitary whole". The parts, also
known as sub-systems, interact with each other and are subject to change. These sub-
systems are inter-related and inter dependant. Three broad sub-systems are
i) Technical sub-system
- The formal relationships among the members of an
organisation
ii) Social sub ? system
- Social satisfaction to the members through
informal group relations.
iii) Power sub ? systems
- Exercise of power or influence by individual or
group.
The system approaches is characterized by the following features:
i.
A system is a group of inter ? related elements which are separate entities /
units.
ii.
All the elements are inter ? related in an orderly manner.
iii.
There is the need for proper and timely communication to facilitate interaction
between the elements.
iv.
The interaction between the elements should lead to achieve some common
goal.
At the heart of the systems approach is a Management Information System (MIS) and
communication network for collection, analysis and flow of information to facilitate the
function of planning and control. Modern thinkers consider HRM as a system that
integrates activities with an objective to make the best use of resources which are always
scarce.
Contingency Approach Era
Contingency refers to the immediate circumstances. Contingency approach
believes that there is no one way of managing that works best in all situations. According
to this approach, the best way to manage varies with the situation. Hence this approach is
called as `situational approach. There may not be one universal way of managing in all
situations. A particular approach may yield fruitful results in one situation but may
drastically fail in other situation. Therefore managers are to analyse different situations
and then use the best approach suitable in that particular situation.
Development of HRM in India
Like U.K and USA, the evolution and development of HRM in India was not
voluntary. After second world war difficult conditions erupted in India. Malpractices in
the recruitment of workers and payment of wages led to trade union movement. In 1931,
on the recommendations of The Royal Commission of Labour, `Jobber' system was
abolished. After independence, the Factories Act, 1948 laid down provisions for Labour
Officers, Labour welfare, safety and regulation of working hours and working conditions.
Two professional bodies emerged. They are `The Indian Institute of Personnel
Management' (IIPM), Calcutta, now `Kolkata' and the `National Institute of labour
Management (NILM), Bombay now Mumbai. These two institutes are guiding in Human
Resource Management and Labour management.
The massive thrust on basic industries in India I Five year plan (1956-61), which
accelerated public sector undertakings gave thrust to personnel management and HRD
practices. The professionalism in managing organizations became quite discernible by
1970s. There was a clear shift from welfare approach to efficiency approach. The two
professional bodies IIPM & NILM merged in 1980 to form National Institute or Personnel
Management (NIPM) with Kolkata as headquarters.
Evolving along the years, the approach has shifted to human values and
productivity through people. It is against such a shift in managing people in the 1990s, a
new approach has emerged as human resources management (HRM). This approach
focuses more on development aspects of human resources.
The changing internal environment in organizations calls for better understanding
of human resources management. The culture or climate of an organization is made up of
traditions, values, habits, ways of organizing, and interpersonal, relationships at work.
Culture is reflected in organizational structure, strategy, systems, power and reward
distribution, conformity, development process, motivational dynamics, organizational
clarity, warmth and support received by employees, leadership styles, standards of
performance and shared subordinate values. An effective work culture is flexible,
integrated, decentralized, performance ? oriented, quality conscious, cooperative,
collaborative, and supportive. The major elements of HRM strategy and functions can be
related to organizational culture. Corporate mission, philosophy and strategic plan give
birth to culture in organizations.
Relevance of HRM
HRM is relevant in the modern changed scenario on the following grounds
Change management
The popular terms of the present day world are `Learning Organization',
`Managing Organizational Change', `Change Agents' and the alike. It is now accepted
that any organization can survive in today's socio ? economic environment only if it is
pro-active to environmental changes. Advances in information technology too are forcing
organizations to change their very way of thinking.
Competence
In any organization, it may not be feasible to allocate tasks to individuals at which
each one excels. But it is possible to enhance the competence of the individuals to specific
tasks through well designed training programmes. HRD attempts to enhance the
competence through well defined and planned training programmes.
Commitment
The extent to which the employees are committed to their work and organization
has a significant bearing on an organization's performance. Commitment levels can be
assessed using informal interviews and questionnaires, statistics on absenteeism,
grievances and voluntary separations. Transparency in organizational functioning,
employees perception of various HRM policies, channels of communication and role
models played by superiors influence employee commitment.
Congruence of objective
It is essential that all new comers to the organization are properly socialized into
the existing community and are made aware of the organizational values, work ethos,
customs and traditions. It is important that they know what the organization stands for and
what it wants to achieve and in this process what is expected from each individual. They
should understand the meaning of existence of the organization. This exercise is
commonly referred to as socialization.
Motivation
The performance of the workers could be improved and increased by proper
motivation. Most people can exercise far more creativity, self-direction and self control
than their present jobs demands. It is, however, necessary to create an environment in
which all members can contribute to the limits of their ability. Subordinates must be
encouraged to participate in the process of decision making, continuously broadening their
self-direction and self-control. These would not only lead to direct improvement in
operating efficiency but would also ensure them to groom for higher responsibilities.
Environment of HRM
Environment comprises all those forces which have their bearing on the
functioning of various activities, including human resource activities. Environment
scanning helps HR manager to become pro-active to the environment which is
characterized by change and intense competition. There are two types of environment
which operates and have bearing on human resources.
Internal Environment
These are the forces internal to an organization. Internal forces have profound
influence on HR functions. The internal environment of HRM consists of unions,
organizational culture and conflict, professional bodies, organizational objectives, policies,
etc.
Union: Trade Unions are formed to safeguard the interest of its member workers,
HR activities like recruitment, selection, training, compensation, industrial relations and
separation are carried out in consultation with trade union leaders. Various activities of
trade unions have a bearing on the HRM.
Organizational culture and conflict:
As individuals have personality, organizations have cultures. Each organization
has its own culture, which it cherishes and wants to retain and follow faithfully. Culture is
some core values and beliefs by the members of the organization. The Reliance Industries
Ltd., has "value for time", as its core culture. Tatas have the core culture of "get the best
people and set them free". HR practices need to be implemented that fit best to the
organization's culture. Conflict usually surfaces because of dualities such as personal
goal, vs organizational goal, discipline vs duties etc. Such conflicts have their bearings or
HR activities in an organization.
NIPM & HR Professional Bodies
NIPM regulates HR practioners. As a member of NIPM, the dictums are:
As personnel Manager Declare that I shall.
Subscribe to the aims and objects of the National Institute of Personnel
Management and be bound by its constitution;
Recognize and accept the dignity of an individual as human being,
irrespective of religion, language, caste or creed.
Maintain high standard of integrity and behaviour demanded by the
profession.
Conduct myself as responsible member of the management team committed
to the achievement of the organizational goals;
Take keen interest in the establishment of health personnel practices and
development of the profession;
Try to win confidence and gain respect of the employees and make myself
available to them, provide formal and informal intervention to resolve
industrial conflicts.
Endeavour to enhance the good name of my profession in dealing with
other professional bodies, government departments, and employer's and
employees' organizations;
Cooperate in maximizing the effectiveness of the profession by exchanging
freely information and experience with other members;
Not allow any interest other than professional to interfere with my official
work;
Not to disclose any information of a confidential nature that I may acquire
in the course of my professional work without obtaining the consent of
those concerned and shall not use confidential information for personal
gains;
Not accept or offer any improper gratification in any form or manner
whatever in connection with or in the course of my professional work; and
Not to take acquiesce in such action which may bring the institute or the
profession into disrepute.
Extend Environment
External environment also exerts considerable influence or HRM. Economic,
political, technological and demographic factors include the external environment.
Economic Factors
Economic forces such as growth rate and strategy, industrial production, national
and per-capita incomes, money and capital markets, competitions, industrial labour and
globalization have impact on HRM policies. Growing unemployment and reservations in
employment also affect the choice for recruitment and selection of employees in
organizations.
Political Factors
The total political environment is composed of legislature, executive and judiciary
and all of them have impact on placement, training retention and maintenance of
employees.
Technical
Technology is a systematic application of organized knowledge to practical tasks.
Technological advances affect the HR functions in several ways. Technology makes the
job more intellectual or upgraded. Secondly, it renders workers dislocated, if they do not
equip themselves to the job. Thirdly, job becomes challenging for the employees who
cope with the requirements of technology. Further, technology reduces human interaction
at the work place. Finally, job holders become highly professionalized and knowledge
based in the job they perform.
Demographic
Demographic variables include sex, age, literacy, mobility, etc., All these have
different dimensions in employment and placement.
People management
Men or personnel should be managed properly and effectively in any organization
and at the macro level, in the national level.
Men have some inherent qualities
want job and work
have inherent like for the work
are liable to likes and dislikes
require motivation and training
given an opportunity everyone would rise up to the occasion
their welfare and safety measure is a concern of the state
every opportunity for advancement and knowledge should be provided
they should be guided but their liberties should not be curbed
they should be chosen to the right job and right place
they need adequate salary, perquisites and comforts.
Managing people is an art. A wrong handling may lead to conflicts. A dis-
satisfied worker may absent or quit labour absenteeism and labour turnover are costly to
the organization.
Organization does not represent assets and money alone. Every organization is a
social institution. They have a responsibility to their employees, society and the
government which gives protection and infra-structure.
The core of any organization is its people represented by workers. It has as much
responsibility to them as they have to the shareholders. This art of managing men and
women in organization has led to the birth and development of HRM.
People Management ? Indian Scenario
In the 50's there was a strong belief that employees were recruited not to question
`why' but only `to do and die'. In the 60s, terms like manpower, staff and personnel came
to be used and instead of controlling the employees, it became more and more acceptable
to manage personnel as it was felt that the productivity of the workers could be improved,
if they were organized for the work. While hierarchy, status, authority, responsibility and
accountability are structural concepts, in the Indian context, emotions, feelings, empathetic
perceptions, impressions influenced people more than anything else.
The Indian organizations are experiencing some, transitions and changes. The
workforce of the 50's and 60's have retired. The middle level is now at the top with the
hangover of all middle class values. The new generation of MBAs are pouring into
industrial organizations. Young executives in their mid 30s are heading HRD/HRM
divisions in big companies. Moreover due to very great strides in information technology,
there is a need to manage this tradition and give a direction to this change process. The
HRM strategies in India in the 21st century is focusing on individual organization interface
and greater emphasis on organizational effectiveness than on personal success.
SELF-Assessment Questions (SAQs)
1. Define HRM.
2. Explain the significance of HRM.
3. Explain the concept of HRM.
4. Explain the development of HRM.
5. What is systems approach of HRM?
6. What is contingency approach?
7. What is HRM environment?
8. What is people management?
Summary
In this lesson you would have understood various aspects of and importance of
HRM. The importance of HRM, that too in India was felt only in the last few decades.
The significance of HRM is wide and varied. It has significance on the organization,
society, besides the profession itself. The concept of HRM is managing men and
developing them.
The present stage of HRM is preceded by Trade Union movement, social
responsibility, scientific management era, human relations awareness, behavioural science
era, systems approach and contingency approach.
HRM helps in the change management, creation of core competence, instilling
commitment and in motivation. HRM is shrouded in the midst of internal and external
environment. There is a conspicuous change in people management in India.
Answer Key
1. Definitions of Flippo, NIPM, and Decenzo and Robbins may be looked into.
2. a) organizational significance b) social significance, c) professional
significance.
3. Concept ? men can do ? they can be trained to do ? necessary training,
atmosphere and liberties may be created.
4. Developments ? Scientific Management of F.W.Taylor ? Human Relations
accent ? Evolution of Behavioural Science ? systems & Contingency approach.
5. System approach ? set of interdepent parts ? sub ? systems ? Technical, Social,
and power.
6. The same approach need not be copied ? each situation should be handled
according to the need and magnitude of the problem.
7. HRM environment ? both internal & external.
8. People Management ? Need for and method.
LESSON 2
ORGANIZATION OF HRM
Lesson Outline
Nature of Organizational Structure
Formal and Informal
Requisites of a good Structure
Line Authority and staff Authority
Departmentation
Organisation structure for HRM
Learning Objectives
After reading this lesson you should be able to
Understand the organization structure
Differentiate between formal and informal
organization
Appreciate line authority and staff authority
Draw an organizational chart
Introduction
Organisation structure is a basic framework within which the mangers' decision
making behaviour takes place. Structure basically deals with relationships. Structure is
the pattern in which various parts or components are interrelated or interconnected.
Organization structure is the pattern of relationships among various components or parts
of the organization. This prescribes the relationships among various activities and
positions. Since the positions are held by various persons, the structure is the relationship
among people in the organization.
Design of basic structure involves such issues as how the work of organization will
be divided and assigned among various positions, groups, divisions, departments, etc., and
how the coordination necessary to accomplish total organizational objectives will be
achieved. Besides the formally established organization structure, people create
relationships independent of the formal relationships known as informal relationships or
informal organization. Thus organization structure should mean the totality of formal and
informal relationships. A good organizational structure is the pre-requisite for efficient
HRM. This is discussed in the following pages.
Formal Organization Structure
The formal structure is required as large number of people are associated in
achieving organizational objectives. All of them perform various functions which are
interdependent and interrelated. There should be a plan for systematic completion of the
work of each specialized, job so that the total activities accomplish common objectives.
Though an organization structure is required primarily to overcome the limitations of
individuals, it serves many purposes. The advantages of a good organizational structure
are as follows:
1. Facilitating Management
A properly designed organization facilitates both management and operation of the
enterprise. On the other hand inadequate and faulty structure would discourage and
hamper effective management. Management work takes place with certainty and
continuity only if appropriate functional groups are provided to help managers. The
grouping and arrangement of activities directly affect operating results. Successful
managers always try to develop good structure. In many enterprises, a separate unit for
organization analysis, is created which looks after authority and responsibility, delegation,
communication, control and coordination.
2. Facilitating growth
The organizational structure is the framework within which an enterprise grows.
This requires a flexible structure where changes may be incorporated. With the increase in
size, either the quantity of same work increases, or diversification takes place : sound
structure facilitates growth by increasing the efficiency.
3. Full utilization of technological improvement
Many new technological improvements are being made every day and the
organization cannot remain aloof to these improvements. The advantages can be best
realised by having a suitable organization structure which can quickly adjust to the new
technology.
4. Encouragement to personnel
Psychological satisfaction to individuals in the organization is needed. An
individual contributes his best when his satisfaction is the most. Psychological satisfaction
is largely derived from his work, his relationships, and his work environment.
Psychological satisfaction could be provided through good organization structure. A good
organization structure also develops provisions for training and promotional avenues.
5. Creativity stimulation
A sound organization based on specialization, stimulates creative thinking and
initiatives by providing well defined area of work with provision of development of new
and improved ways of working.
Good Organization Structure
The features of a good organization structure are:
1. Simplicity
An organization structure should be simple. The concept of simplicity implies that
various organizational relations should be kept to the minimum. Every person in the
organization should be clear about to whom he has to consult on a particular matter. Too
many levels, too many communication channels, multiplicity of commends or too many
committee's create more problems than solving them.
2. Flexibility
An organization structure should be flexible enough so that changes can be
incorporated whenever there is a need. The structure should be designed not only for the
present but also for the future needs. There may be a need for incorporating changes in
organization structure. Changes can be incorporated easily, if the structure if flexible.
Thus, a flexible structure provides opportunity to incorporate changes whenever needed
without adversely affecting other parts.
3. Line of Authority
There should be clear lines of authority running from top to bottom or in horizontal
directions. The concept of clear line of authority implies that one should be clear about
what he is expected to achieve or contribute and what relationships should be maintained
by him in his official level.
4. Ultimate Responsibility
There is always the concept of ultimate responsibility which suggests that although
a superior manager assigns some of the work to his subordinates, he is ultimately
responsible for performance of total work. Thus, he is responsible for his own work as
well as for the work performed by his subordinates. In this concept no superior can
absolve himself from the responsibility for the non-performance of work by his
subordinates.
5. Delegation of Authority
There should be proper and adequate delegation of authority. Responsibility
cannot be delegated without proper authority to the delegatee. He can discharge his
responsibility properly if he has commensurate authority. A common problem in the
organizational life is that managers often fail to delegate adequate authority and suffer
with various problems. The organizational structure shall be such that it should be
amenable for delegation.
6. Managerial Levels
In an organization there should be minimum managerial levels. Greater the number
of managerial levels longer is the line of communication in the chain of command and the
communication has to travel along the line creating problems of delay and distortion.
Though it may not be possible to suggest how many managerial levels should be kept by
an organization as the number of levels is affected by so many variables, the principle of
minimum levels hold good.
7. Unity of Direction and Command
It is no good if direction and command are given by more than one person having
authority. Sometimes, the structure, if defective may lead to multiplicity of commends,
making the subordinate in a fix as to whom he is answerable. If there is a well grouped
and arranged organizational structure, it may lead to desirable unity of command.
8. Proper emphasis on staff
Line functions should be separated from staff functions and adequate emphasis
should be placed on important staff activities. This is important particularly in large
organizations. The line and staff activities are required because both serve different
objectives in the organization. A line activity is that which serves the organizational
objectives directly. For example production activities, marketing activities etc. On the
other hand, contributions of staff activities are indirect, that is, they help in carrying out
the line activities to achieve organizational objectives. Personnel, accounting etc., are staff
activities.
Designing Organization Structure
1. Identification of activities
In designing the structure, managers must identify the various necessary activities
that should be performed in order to achieve the organizational objectives. While
identifying the various activities, the deductive method is followed which suggests that in
order to achieve a particular goal, which steps and functions should be undertaken. The
major activities are classified into a number of sub-activities. While classifying and
reclassifying the activities, it should be borne in mind that (i) all the necessary activities
are performed ; (ii) there is no unnecessary duplication in performing various necessary
activities ; and (iii) the various activities are performed in a synchronized or coordinated
way.
2. Grouping of Activities
Closely related and similar activities are grouped together to form departments,
divisions, or sections because coordination of numerous activities can best be achieved by
grouping them into basic and derivative departments. Grouping may be done on several
bases depending upon the situational requirements. Grouped activities in the form of
departments, divisions or sections are assigned to various positions. These positions are
occupied by various individuals.
3. Prescribing Authority Relationships
Since organizing process creates various departments and positions therein,
authority relationships have to be prescribed for orderly functioning of various
departments. These relationships have to be prescribed for various positions in a
department. Such relationships may be in the form of line, staff or functional authority
relationships.
Departmentation
The first task in designing an organization structure is the identification of
activities and grouping them on the basis of some similarity. The process of grouping the
activities is known as departmentation. The need for departmentation arises because of
specialization of work and the limitations on the number of subordinates that can be
directly controlled by a supervisor. Different bases for grouping are, functions, products,
production processes, geographical territories, customer segments etc. Following are the
factors that are to be considered in making departmentation:
1. Specialization
The basis of departmentation should reflect the specialization in performing the
work. If the organization structure reflects well, the division of work in the organization
through grouping of activities in departments, it could efficiently and effectively
contribute to the organization operations.
2. Coordination
The best result can be achieved when all activities are performed in coordinated
way and each activity contributes in the positive way to others. Thus, the basis of
departmentation should ensure that closely connected operations are put together.
3. Control
Control is the process of analyzing whether the intended results are being achieved
and is according to the target and planning made. If the results are not upto the
expectations or not in the line we thought of, control mechanism should be applied. If the
structure is properly made in the organization over seeing, responsibility and corrective
measures could be taken immediately.
4. Economy
A balance should be maintained between the cost of creating a department and its
contribution. The existence of a department is desirable only when it contributes more
than its cost. For example if the railway administration wants to create a new zone it
should consider the cost involved in starting the zone and the benefit that arises in terms of
money other than administrative efficiency and convenience.
5. Local conditions
While creating departments, adequate consideration should be given to the
requirements of local conditions. This is more important to those organizations which
operated in different geographical areas. If a MNC opens a department in India, it should
give due consideration to local conditions, in its own interest.
6. Human considerations
Departmentation should also take into consideration the human factor in the
organization. Therefore along with technical factors, departments should be created on the
basis of availability of personnel, their aspirations and value systems, informal work
groups, and attitudes of people towards various forms of organization structure. Often
organization structure is a major source of satisfaction or dissatisfaction to human beings.
Departmentation scheme providing more human satisfaction is likely to contribute more to
the organizational operation.
Authority Relationships
Authority relationship is the cohesive force which integrates different parts of the
organization. A manager needs authority to manage his own department as well as to
interact with other departments in the organization.
Line authority emerges in superior ? subordinate relationships in which the
superior is authorized to exercise control over his direct subordinates in a chain of
hierarchy. Staff authority involves giving advice to line managers to carry on the
operation. While line authority flows downward, staff authority may flow in any
direction.
Line authority becomes apparent from the scalar principle. In this the relationship
is exercised by direct supervision over a subordinate. The nature of staff relationships is
advisory.
Line Relationship
A line manager has clearly defined role to play in the organization which requires
understanding of the nature of line authority. In the organizing process, activities are
assigned to the individuals making them responsible for the proper performance of these
activities. Authority is delegated to these individuals to perform the activities. These
individuals, in turn, assign some of the activities to persons working below them in the
hierarchy.
Line Authority ? Features
1. Chain of command
A command relationship exists between each superior and subordinate. Line
authority is the heart of this relationship because it entitles a superior to direct the work of
his subordinate.
2. Chain of communication
Line authority is the channel of communication between members of the
organization. Communication up and down in the organization flows through the line
relationship. In any organization line of communication should be established there
should be a system wherever every one reports and also get reported. Such a line is
maintained through line of command.
3. Maintains Responsibility
The line relationship carries ultimate responsibility for the work assigned. Though
there is delegation of authority, every individual holding position holds responsibility.
Staff organization
This is advisory in nature. A staff man charged with bringing about improvements
in a specific areas has two courses of action. He may make a recommendation to a line
manager who is directly or indirectly his boss and then rely on the manager to issue the
necessary orders to put the plan into effect or he may try to secure voluntary acceptance of
his ideas from other managers without the support of formal orders through line chain. In
the second course the staff man can use his persuasive skill to accept.
Compulsory Staff Consultation
Despite all the efforts made by staff man, there is still a possibility that real action
may be taken in the area concerning his specialization without his participation. To
overcome this, some organizations prescribe the practice of compulsory staff consultation.
Under this arrangement, a staff man must be consulted before action is taken.
Concurring Authority
Under certain circumstances, particularly when control over some operations is
very important, a staff man may be granted authority so that no action can be taken until
the concerned staff man agrees to it. For example, quality control inspector must pass on
raw materials or semifinished products before they move to the next stage of production.
So also agreement with employees over the matter of wages should be entered only after
the personnel manager has agreed for it. In India certain massive public sector projects
may be taken by the state or centre only after getting clearance from planning commission.
Apprehensions of Staff Managers
i. Lack of proper use of staff
Staff people feel that the managers do not make proper use of their services and
decisions are made without inputs from staff. But however when something goes wrong
in the area of his operation, staff person from the concerned field is made the scapegoat.
ii. Resistance to New ideas
Line managers often resist new ideas because new ideas mean that there is
something wrong with their present way of working. Thus new ideas are treated as fault-
finding device in their operation. Hence the innovation of staff people goes waste.
iii. Lack of proper authority
Staff people feel that they contribute to the realization of organizational objectives
without really enjoying any authority. Line managers clearly hold most of the cards and
enjoy enormous authority.
Need for Harmony
There is bound to be conflict between line managers and staff personnel due to the
following reasons.
i. Divergent background
Line and staff people, often have different backgrounds and individual
characteristics. Staff people in contrast to line, are generally younger, better educated,
dynamic, and more poised in social interaction. This difference in outlook is one of the
reasons for discord.
ii. Lack of demarcation between line and staff
Though theoretically line and staff authority is clear, often in practice, demarcation
between line and staff is rarely clear. Overlapping of basic functions and a gap could
affect personal relationships. This structure survival for approximately three countries.
This structure is useful when technology remains static and type of products are not many.
Prof. Drucker has defined this type of organization as "functional decentralization". A
typical diagram is shown in Fig. 2.1(a). This structure is useful and advantageous for
smaller organizations but difficult for bigger ones. This structure was found ineffective to
face keen competition in market due to rapid advancement in technology and development
of multiple products.
The advantages of functional type organizations are
- Easier budgeting and cost control
- Better technical control since specialists are grouped together
- Flexibility in use of manpower
- Provide continuity in functional disciplines
- Better control on personnel
- Quick reaction capability.
The disadvantages are
- No one individual is responsible for the entire operations / products
- Does not provide the production ? oriented emphasis
- Coordination becomes complex
- Does not provide single point contact for customers
- More response time to the customer
- Duplication and overlapping of responsibility.
iii. Lack of proper understanding
Assuming that line and staff authority is clear, in practice, people may fail to
understand the exact nature and overstep resulting in mistrust.
For creating harmony among line managers and staff people, the following are the
suggestions:
i.
Line people who have the ultimate responsibility should have authority
to make operating decisions.
ii.
Staff people may be granted functional authority.
iii.
Persuasion is always better than strict direction.
iv.
Periodic coordination meeting can solve many problems.
Traditional Type Organization
Classical literature identifies organizational structure mainly under three
categories:
- Functional (or Traditional) type organization.
- Product (or Process) type organization
- Matrix type organization.
Functional type
Here the structure is built up on specialization. Departments are grouped, based on
specialized knowledge available, viz., production, marketing, sales, materials and finance.
Chief Executive
Proto
Produ-
Acco-
Perso-
Admin
type
Sales
Advt.
istra-
ction
unts
nel
dev.
tion
Dev = Development
Advt = Advertisement
Fig. 2.1(a) Functional Type Organization
Production
Manager
Pacing
Machine
Product-A
Product-B
Production
Electro
cases
shop
division
division
division
plating
FIG. 2.1(B) FUNCTIONAL TYPE ORGANIZATION
MD
GM*
GM*
GM*
GM*
GM*
R & D
Marketing
Production
Finance
Personnel
Admin.
Audit
Accounts
Budget
MR
Sales
Advt.
Proto
T.F.
DEV
PR
Welfare
P&A
Cant
TPT
Town
ship
Electro
Machine
Product
Product
Product
plating
shop
A
B
C
Abbreviations
M.D ? Managing Director
A & D ? Research & Development
GM ? General Manger
MR ? Market Research
Proto ? prototype
TF ? Technology Forecasting
P&A ? Personnel & Administration
TPT ? Transport
* - Staff managers
ADVT ? Advertisement
DEV ? Development
PR ? Public Relations
CANT ? Canteen
Pure product Type Organization
Here the organization is developed with production managers as the line managers
who are specialists of a particular type of product or process. See Fig. 2.1(b)
Matrix Type Organization
This is an attempt to combine advantages of both functional and product type
organization structure discussed above. Here the structure is based on more than one basis
of grouping. Equal emphasis is given for both types of structure and both types of
managers viz., line and staff. This is called matrix structure.
The establishment of the organization will vary according to the size of the unit, its
geographical distribution, nature of products etc., Hence there is no one best method for
universal application.
Function oriented structure for HR Department
A function oriented structure of HR department is given in Fig. 2.1(c).
People oriented structure
HR director
HR information system
Recruitment
Development
Compensation
Industrial
Manager
Manager
Manager
Relation
Manager
Employee
Employee
Maintenance
Service and
Fig. 2.1(c)
Manager
benefits Manager
In people-oriented structure, the basis of departmentation is the various categories
of people employed in the organization. A people oriented structure for HRM is given in
Fig. 2.1(d)
Organization structure for HRM ? Fig. 2.1(d)
HR Director
HR Managers for
Technical
Managerial
Labour
Women
Handicapped
Industrial
Personnel
Personnel
Force
Employees
Personnel
Relation
Significance of Organization Structure to HRM
The success of HRM policies largely depends on the entire coordinated efforts of
the organization. The unit as well as HRM department shall have a well knit, interlinked
organization amenable to free flow of information and also flexible for alteration and
changes. Hence a sound organizational structure is a pre-requisite for HRM activities and
to achieve organizational objectives.
Self-Assessment Questions (SAQS)
1. Differentiate between formal organization structure and informal organization.
2. What are the pre-requisites of a good organization structure?
3. How to design an organization structure?
4. Differentiate staff authority from line authority.
5. Explain traditional types of organization.
6. Suggest organizational structures for HRM department.
Summary
Organization structure is the basic framework. All have to work within this frame.
For efficient functioning an effective organizational structure is needed. A formal structure
arises and is built on the hierarchy. An informal structure arises out of consultation and
belief. The advantages of a good organizational structure are: i. facilitates good
management, ii. Helps growth, iii. Gives assistance to technological improvement and iv.
encourages the personnel.
Structure facilitates authority relationships, which in turn gives control, order,
direction and compliance. There are line relationship, staff relationship, line and staff
relationship. There is a need for understanding and coordination between line and staff
personnel.
The typical types of organization were i. functional type, ii. Product type and iii.
Matrix type.
Both the organization and HRD department shall have a good organization
structure. The structure may differ according to size, geographical spread, nature of
product or service.
Answer key
1. Formal organization ? based on hierarchy, while informal organization is
automatically developed on faith, confidence and skill. Both are essential and
the management should also encourage informal organization.
2. Pre-requisites ? simplicity, flexibility, good line of authority, delegation with
authority carrying responsibility, different managerial cadres, unit of command
and good staff function.
3. Various factors to be considered and model organizational charts.
4. Staff authority ? advisory ? specialists line authority ? direct superior and
subordinate Advantages of staff authority and needed coordination.
5. Traditional ? Functional type, product type and Matrix.
LESSON 3
hrm-systems perspective
LESSON OUTLINE
Features of HRM as a system
Sub-systems in HRM
Staffing, Training and Development
Compensation
Industrial Relations
Integration of Various Sub-systems
LEARNING OBJECTIVES
After reading this lesson you should be able to
Understand the importance of system
Appreciate HRM system
Comprehend the interlinking between sub-
systems
Understand the flow of HRM system
INTRODUCTION
Modern business management is becoming complex. More products, more players
and more technology make it so. Modern technology is knowledge based, and modern
production technique is skill intensive. When problem becomes complex, no single
individual or single group of individuals can find a solution which is optimal. We need
assistance of persons and groups to put our heads together. Thereafter they work as one
team. Now this has become a "system of people" for a common aim of finding a solution
of a given problem.
Standford L. Optner in his book on "System Analysis" prefaces with the following
remarks:
"Users reinvest too many dollars in the annual costs of the progressive
maintenance, an euphemism, for a wide range of failures, which may not be
a direct result of the computer programme, but simply a "system"
oversight.
The concept of "system analysis" has its origin in Second Word War". The first
major project taken up in U.S.A. for solution through Systems Analysis was the expansion
of "U.S. Air Force", by 20 times within one year! This task was assigned to Harward
Graduate School of Business Administration and was accomplished in time. Encouraged
by the results, a "Think Tank" was established for further analysis in other segments.
Definition of Terms
System
-
"A system is an organized whole designed to work together to
achieve a common aim consisting of sub-systems which are
integrated to each other, with well defined structure,
relationships, command and control".
Sub-System
-
"Sub-system is a system, consisting of elements like men,
machinery, materials and or information, which is not an end
by itself but instead forms part of the main system and co-
exists with one or more of other systems".
Integration
-
"Integrated system consists of sub-systems which are closely
related to each other with emphasis on unity of purpose, and
overall efficiency, economy, utility and unity".
Horizontal
-
"If output of department, systems or sub-system become input
Integration
to many departments, systems or sub-systems, then the design
is based on horizontal integration".
Vertical
-
"If output of a department, system or sub-system becomes
Integration
input to one and only department, system or sub-system, then,
the system designed is based on vertical integration.
System Approach
A system is a combination of various parts, known as subsystems. Each part may
have various subparts. When a subsystem is considered as a system without
reference to the system of which it is a part, it has the same features of a system.
Parts and subparts of a system are mutually related to each other. This relationship
is not natural, given or unalterable in a social system. Any change in one part may
affect other parts depending on the type of relationship among those parts.
A system is not merely the totality of parts and subparts but their arrangement is
more important. Because of this arrangement, the whole becomes greater than the
sum total of parts and subparts.
A system has a boundary which separates it from other system.
HRM and System
HRM is a subsystem of organization as a system. Therefore, it must be linked to
other sub-systems of the organization. When the level of subsystem are considered, each
subsystem can be treated as system. So HRM is a system and therefore, in order to
understand it as a system, its features must be identified; its subsystems and their linkages
should be scrutinized.
Features of HRM as a system
The following are the features of HRM.
1. HR management as a social system
HRM is a social system and unlike biological or mechanical systems, has the
characteristics of social system. HRM as a system consists of many subsystems which are
integrated to constitute an entity.
2. HR management as open system
HRM like any other social system, is an open system. It interacts with
environment. Out of this interaction, it takes various resources, allocates and combines
these resources to produce desirable outputs which are exported to the environment. Thus
HRM works as input-output mediator. These features suggest that HRM is not free to
decide the things on its own but due weightage has to be given to the environmental
factors affecting the management of an organization.
3. Adaptive
Organization is a open system. Its survival and growth in a dynamic environment
demands an adaptive system which can continuously adjust to changing environment.
Management tends to achieve environmental constancy by bringing the external world
under control, or bringing internal modification of organizational functioning to meet the
needs of the changing world. As there is a provision of feedback mechanism, management
can evaluate its performance and take corrective actions. Infact, the basic role of HR
management is in terms of its' adaptability to environment.
4. Dynamic
HRM as a system is dynamic. It suggests that management attempts at achieving
equilibrium in the organization. However, this equilibrium is not static as happens in
mechanical systems. Management moves towards growth and expansion by preserving
some of the energy. Managerial effectiveness depends on this energy exchange.
5. Probablistic
HRM is probabilistic and not deterministic. A deterministic model always specifies
the use of model in a condition with predetermined results. Therefore, the outcome of an
action can be predicted accurately. In the case of probabilistic model, the outcome can be
assigned only with probability and not certainly. Management has to function in the face
of many dynamic variables and these cannot be absolute predictability of these variables.
For example, we make forecast of future events but the forecast is relevant to a certain
degree only and not to the level of certainty. This is what HRM takes into account.
6. Multilevel and Multidimensional
System approach of management points out the multilevel and multidimensional
features of HRM. It has both macro and micro approaches. At macro level, it can be
applied to suprasystem, say, a business system as a whole. At micro level, it can be
applied to a subsystem of an organization. It has the same characteristics at all these
levels; suprasystem level, system level, and subsystem level.
7. Multivariable
HRM is multivariable and involves taking into account many variables
simultaneously. This feature of HRM suggests that there is no simple cause ? effect
phenomenon. Rather an event may be the result of so many variables which themselves
are interrelated and interdependent. This aspect of interrelatedness and interdependence
makes managing a quite complex process.
8. An Integrated Approach
Systems approach of HRM takes an integrated view of managing. It identifies the
reason for a phenomenon in its wider context taking into account the total factors affecting
the phenomenon. In other approaches, a particular phenomenon has been explained
interms of a single factor. HRM tries to integrate the various factors to find out the reasons
behind a phenomenon. It emphasizes on how the management of one subsystem of the
organization should be taken in relation with others because other subsystems become
problem if one subsystem should not be traced into the subsystems only but in a much
wider context.
Subsystems in HRM
Every system has subsystem which are arranged and interconnected in a particular
way. Each subsystems are identified by certain objective, processes, roles and norms of
conduct. HRM being a system, contains various subsystems which are linked to each
other. See Fig. 3.1.
Staffing
Development
Subsystem
Subsystem
Industrial Relations
Appraisal
Subsystems
Subsystem
Human Resource
Management Systems
Maintenance
Motivation
Subsystems
Subsystem
Integration
Compensation
Subsystems
Subsystems
Fig. 3.1
The various systems are connected to each other subsystem and all subsystems are
connected to the main system viz., HRM system. Each subsystem contributes to the main
system and to the organization as a whole. If a particular sub-system does not work
properly it has negative impact over other subsystems, just like defective part in a machine
spoils other parts and renders the machine ineffective. There should be proper balancing
among different subsystems of HRM.
Every subsystem will have further subsystems. Important among various
subsystem are the following.
STAFFING
Under this subsystem the job of recruitment, selection and placement are
undertaken. Following are the principles of recruitment policy.
Centralized recruitment policy.
Recruitment compatible with personnel policy of the organization.
Merit to be the basis.
Qualification and experience compatible with job analysis.
Rules and procedure to be transparent and adequately published through
circular, notices and newspaper advertisements.
Proper mix of internal and external candidates.
Statutory policies to be followed.
Recruitment policy to be flexible enough to bring necessary amendments.
Sources of Recruitment
Internal
External to the organization.
Need for External Recruitment
Lack of adequately qualified and experienced persons within the
organization.
Inducting persons of specialized knowledge.
Inducting persons well exposed in successful units.
Source for External Recruitment
Campus Recruitment.
Personnel Consultants.
Professional Bodies.
Private Recruitment Agencies.
Employment Exchange.
Trade Unions.
Recommendations of Existing Employees.
Solicited Application.
Unsolicited Application.
Advertisements
Details of Vacancy.
Number of Vacancies.
Scale of pay.
Minimum qualification.
Minimum Experience.
Desirable qualities.
Reservation of vacancies.
Mode of applying ? last date.
Selection process
Short listing.
Application blank.
Tests.
Interviews.
References
Medical Examination
Final Selection.
TRAINING AND DEVELOPMENT
To improve knowledge in regard to organization, its objectives, philosophy,
policies, procedures and practices.
To increase technical skill and update the knowledge.
To improve their aptitude and abilities on the job.
To assist employees to perform better and earn more.
To help supervisors to increase their management skill especially in their
human relations and planning the work.
To assist managers to improve their personality, sharpen their intelligence
and to increase their conceptual skill.
To prepare managers to take higher responsibility and position by updating
their professional knowledge.
To assist overall improvement and development of individual employees.
To increase the contribution of employees to the organization.
METHOD OF TRAINING
Orientation training
On the job-training
Simulation (vestibule) training.
Class room training
Apprenticeship training
Industrial training
WAGE AND SALARY ADMINISTRATION
The principles involved are
wage plan should be linked to the productivity
should be related to job requirement skill and job
should have incentive content to motivate workers to put up their best
efforts.
Wages to be fixed for different categories based on job evaluation.
Wage plan should have a guaranteed minimum wage.
It should be comparable with wages of other similar industries in similar
locations
It should attract talented personnel to join the organization
It should be flexible enough to bring about changes as and when found
necessary.
The other functions of staffing sub system are:
Job Evaluation
Job evaluation is the evaluation rating of jobs to determine their positions in job
hierarchy. The evaluation may be achieved through assignment of points or the use of
some other systematic rating method for essential job requirement such as skill, experience
and responsibility.
The various steps of job evaluation are
i.
Job Analysis
ii.
Job Description
iii.
Job Grading
iv.
Job Pricing
Job Evaluation Techniques
1) Qualitative Method
a. Ranking Job comparison method
b. Job classification / Grading method
2) Quantitative method
a. Factor comparison method
b. Point comparison method.
MERIT RATING
It is very well known that the workers differ in their abilities, skills, knowledge and
aptitudes. By proper education and training these differences may become small. Yet
these differences remain. It is necessary for management to know these differences so as
to identify special skills and growth potential of their employees to occupy higher
positions of responsibilities through promotions. It is also necessary to know these
differences so that each is paid according to his merits. Higher wages are paid to
employees who perform continuously better. In order to identify these differences,
performance evaluation is needed. This process of performance evaluation of workers is
called merit rating. Thus `merit rating' may be defined as "a systematic, periodic and
objective performance evaluation of labour in order to recognize and reward their
contributions to the organization, and also identify their potential to hold higher level
appointments and jobs".
Objectives of Merit Rating
Administrative
Personnel Development
Administrative objectives
Wage increase
Promotion
Selection and special assignment
Training
Transfer
Discharge
Personnel Development
a) Merit rating reveals deficiencies and gives opportunity to remove these defects.
b) Helps motivation by knowing own performance and achievements
c) Encourages persons to do better by getting recognition and reward of his good
performance
d) Encourages a spirit of competitiveness to perform better.
e) Opportunity for self-development.
JOB ? EVALUATION AND MERIT RATING ? DIFFERENCE
1) Job evaluation evaluates the job, merit rating the job-holder.
2) Job evaluation determines the relative worker of the job, whereas the merit
rating determines the relative worker of the worker.
3) Job evaluation is made before selection procedure, whereas merit rating is
done after placement.
4) Main objective of job evaluation is to establish equitable wage rate,
whereas that of merit rating is the development of each worker.
PROMOTION, TRANSFER, DEMOTION, DISCHARGE DISMISSALS AND LAY
OFFS
Promotion - promotion is transfer of an employee from a present job to another
job which involves substantial increase in pay, status and responsibility within the same
organization. Promotion may not, generally, involve change of place.
Promotion assists the following
Motivation
Morale
Reduction of expenses on training
Promotion may be based on
(i) Seniority (ii) Merit
Transfer
Transfer is the movement of a worker from one job to another job which does not
involve substantial change of pay, status or responsibility within an organization which
may or may not involve change of place.
Demotion
Demotion involves transfer of a person from his present job to another job which
involves substantial reduction in status, responsibility and pay. This may or may not
involve change of place.
Discharge or Dismissal
Discharge or dismissal involves separation of an employee from the pay roll of the
organization. There are two reasons for discharge
i. Unsatisfactory performance
j. Grave misconduct
Lay ? Off
S.2 of the Industrial Disputes Act 1947 defines Lay off as follows:
"Lay off means the failure, refusal or inability of employer on account of coal,
power or raw materials or accumulation of stock, break-down of machinery or by any
other reason to give employment to a workman whose name is borne on muster roll".
Compensation
Wage Incentives
Wages are payments in return for the use of labour.
Wages: Monetary compensation paid to the workers on hourly basis or piece rates.
Salaries: Monetary compensation paid to the staff like supervisors, executives etc.,
monthly.
Time wage rate: Payment made on basis of time such as hourly, daily, weekly and
monthly.
Real wages: Real wages represent the goods and services which can be purchased
from the money obtained from the wages.
Wage payment plans:
Two broad classifications are
i. Non-incentive wage plans like tune wage rate system.
ii. Incentive wage plans like piece ?rate system.
Incentives:
Four types of incentives:
Direct Incentives
Indirect Incentives
Financial Incentives
Semi-Financial Incentives
Non-Financial Incentives.
Motivation:
Motivation is defined as "an inducement which inspires a person to harness all his
energy and capabilities and apply the same to the job willingly, in order to achieve the
organizational objectives".
There are two sets of motivation
i. Positive Motivation ? Reward, good pay, recognition, suggestive system,
particular, supportive supervision, promotional avenues etc.,
ii. Negative motivation ? Reprimand, fines, demotion, lay off, discharge etc., (Not
strictly motivation but detractors).
Integration:
All the aforesaid themes are to be integrated and one should not work in isolation
of other.
Maintenance:
Everything should go on smoothly and there should not be halting or interruption
at any point.
Industrial Relations:
The relations between employer and employee through their trade union is called
industrial relations.
Good industrial relationship has the following advantages:
Reduces industrial disputes.
Improves morale of workers.
Develops positive attitude among employees.
Promotes better amenities, wages and welfare measures.
Improves production and productivity.
Industrial Disputes:
"Any dispute or difference between the employer and employees or between
employees and workmen, or between workmen and workman, which is connected with
employment or unemployment or the terms of employment or with the conditions of
labour of any person".
Causes for Industrial Disputes
Financial factors
Wages
Allowances
Bonus
Financial
Working Condition
Shop floor facilities.
Safety and Health hazards.
Modernisation of production techniques.
Better facilities of working.
Management Factors
Personnel policies.
Recruitment policies.
Promotion policies.
Lay offs and Retrenchment.
Violation of wage agreement.
Union Factors
Weak Trade Union
Multiple Unions.
Poor Trade Union Leadership.
Machinery for Settlement of Disputes
i. Works Committee.
ii. Grievance settlement authority.
iii. Conciliation officer.
iv. Conciliation Board.
v. Court of Inquiry.
vi. Labour courts.
vii. Industrial Tribunal.
viii. National Tribunal.
ix. Arbitration.
It is to be noted that what all we have explained is only sub-systems of HRM. Only
the functions of sub-systems are outlined. Every sub-system requires deep analysis and
explanation. This is pervasive in the entire lessons.
Self-Assessment Question (SAQs)
1. Define the term system.
2. Explain the need for adaptive system for HRM.
3. Explain the sub-systems of HRM.
4. Explain job evaluation and merit rating.
5. What is meant by integration of sub-systems.
Summary
A system is an organized whole designed to work together to achieve a common
aim consisting of sub-systems which are integrated to each other with well defined
structure, relationships, command and control.
A subsystem is a part of the main system and co-exits with one or more of other
systems.
The various sub-systems in HRM are
i.
Staffing sub-system.
ii.
Development sub-system.
iii.
Appraisal sub-system.
iv.
Motivation sub-system.
v.
Compensation sub-system.
vi.
Integration sub-system.
vii.
Maintenance sub-system and
viii.
Industrial Relation sub-system.
The success of the system largely depends on coordination and integration of sub-
systems.
Answer Key:
1. See the first paragraph of summary.
2. Organisation is a open system. Its survival and growth in a dynamic
environment demands an adaptive system which can adjust continuously to
changing environment.
3. See second paragraph of summary.
4. Job evaluation is the evaluation rating of jobs to determine their position in job
hierarchy. Merit rating is a systematic periodic and objective performance
evaluation of labour and ranking the workers.
5. If sub-systems work in isolation, the desired objective cannot be achieved.
Hence all the work of sub-systems should be integrated.
LESSON 4
FUNCTION OF HRM
LESSON OUTLINE
HRM objectives
Functions of HRM
Emerging functions of HRM
Personnel Management & HRM Differences
Role of HRM in strategic management
LEARNING OBJECTIVES
After reading this lesson you should be able to
Understand the functions of HRM
Appreciate new dimensions of emerging
functions
Comprehend the differences between PM &
HRM
Know the specific role of HRM in strategic
management
Introduction
The primary objective of HRM is to ensure the availability of right people for right
jobs to achieve the organisational goals effectively. There are various sub-objectives as
well which are discussed in this lesson.
The different functions of HRM are:
a)
Helping the organization to attain its goals effectively and efficiently by
recruiting competent and motivated employees.
b)
Utilizing the available human resources effectively.
c)
Increasing employee's job satisfaction and self-actualization.
d)
Maintaining the quality work life (QWL)
e)
Maintaining ethical policies and behaviour inside and outside the
organization.
f)
Establishing and maintaining cordial relationship between employees and
management
and g) reconciling individual and group goals with organizational goals.
The objectives and functions of HRM can be tabulated as follows:
HRM objectives
Functions
a) Legal compliance
1. Societal objectives
b) Benefits
c) Smooth union management
relations
a) Human Resource planning
2. Organizational objectives
b) Employee relations
c) Selection
d) Training and development
e) Appraisal
f) Placement
g) Assessment
a) Appraisal
3. Functional objectives
b) Placement
c) Assessment
a) Training and development
b) Appraisal
4. Personal objectives
c) Placement
d) Compensation
e) Assessment
The above classification was given by William B.Werther, Jr and Davis in their
book, `Human Resource and Personnel Management'
The scope of HRM is very wide and manifold. It could be mapped in the
following way
Acquisition
Development
H.R. planning,
Recru
Training, Career
itment,
selection and
Development and
place
Internal Mobility
ment
HRM
Control
Maintenance
H.R. Audit
Remuneration
H.R. Accounting
Motivation
H.R. Information
Healt &safety
system
Social security
Industrial Relations
Performance Appraisal
Functions
The functions performed by managers are common to all organization. Generally
the functions performed by Human Resource Management may be classified into two
categories. They are
i)
Managerial Function
ii)
Operative Function
HRM Functions
Man
agerial
Operative
Function
Function
Planning
Organi zing
Directing
Procurement
Development
Compensation
Integration
Maintenance
Controlling
a) Motivation a) Health
a) Job analysis
a) Performance
a) Job Evaluation
b) Job-
b) Safety
b) Human ?
Appraisal
b) Wages Salary
Satisfaction
c) Social security
Resource
b) Training
Administration
c) Grievance
d) Welfare scheme
c) Planning
c) Executive
c) Bonus &
Redressal
e) Personnel
d) Recruitment
Development
Incentives
d) Collective
Records
e) Selection
d) Career Planning
d) Pay Roll
bargaining
f) Personnel
f) Placement
& Development
e) Conflict
Research
g) Induction
management
g) Personnel
h) Transfer
f) Participation
Audit
i)
Promotion
of employees
j)
Separation
g) Discipline
Managerial Function:
Planning:
This involves predetermined course of action. In this process organizational goals
and formulation of policies and programmes for achieving them are chalked out. A well
thought out plan makes execution perfect and easy.
Organising:
This is a process by which the structure and allocation of jobs are determined.
Organising involves each subordinate a specific task, establishing departments, delegating
authority to subordinates, establishing channels of authority and communication, and
coordinating the work of subordinates.
Staffing:
This is a process by which managers select, train, promote and retire the
subordinates. This involves in deciding the type of people to be hired, recruiting
prospective employees, selecting employees, setting performance standard, compensating
employees, evaluating performance, counseling employees, training and developing
employees.
Directing:
Directing is the process of activating group efforts to achieve the desired goals.
Controlling:
This is the process of setting standards for performance, checking to compares see
how actual performance compares with these set standards and taking needed corrective
action.
The operating functions already outlined forms the entire gaument of day to day
functions of HRM. These functions are explained through out the lesson material forming
year syllabus. As a result at this stage the elaboration of operational functions may be
redundant.
Human Resource functions are concerned with a variety of activities that
significantly influence almost all areas of an organization and aim at:
Ensuring that the organization fulfils all of its equal employment
opportunities and other government obligations.
Carrying out job analysis to establish the specific requirements for
individual jobs within an organization.
Forecasting the human resource requirements necessary for the
organization to achieve its objectives ? both in terms of number of
employees and skills.
Developing and implementing a plan to meet these requirements.
Recruiting and selecting personnel to fill specific jobs within an
organization.
Orienting and training employees.
Designing and implementing management and organizational
development programmes.
Designing systems for appraising the performance of individuals.
Assisting employees in developing career plans.
Designing and implementing compensation system for all employees.
At present HRM functions can be seen as the amalgam of organizational
behaviour, personnel management, industrial relations and labour legislation. This is
mapped in the following diagram.
ORGANIZATIONAL BEHAVIOUR
PERSONNEL
INDUSTRIAL
MANAGEMENT
RELATIONS AND
LABOUR LEGISLATION
Organisational Behaviour:
It is a field of study that tries to examine why people behave the way they do. It
focuses on the behaviour of the employees at the levels of an individual group and total
organization. Topics such as motivation, job satisfactions communication, supervision,
inter and intra group behaviour, organization development, structures and designs are
examined to develop sensitivity to human factors in organizations.
Personnel Management:
This part of the function studies policy formulation and implementation on such
issues as human resource planning, recruitment and selection, training and development,
performance and potential appraisal, promotions, transfers, qualities working life and
compensation management.
Industrial Relations and Labour Legislations:
This aspect deals with union ? management relationship, Union structure,
collective bargaining, grievance handling, discipline management and implementation of
various labour legislations.
Emerging HRM functions:
Increasing organizational size and its complexity, transition from traditional to
professional management, changing social and cultural norms, globalization of industry
and availability of information technology are constantly changing the profile of HRM
functions are emerging. The present day HRM manager has to play a more dynamic role
in not only performing the maintenance functions but should think of more creative ways
to satisfy human aspirations to provide the competitive edge to organizations on a
sustainable basis.
Personnel Management:
Institution of Personnel Management, United Kingdom, has defined personnel
management as follows:
"Personnel management is that part of management function which is primarily
concerned with the human relationship, within the organization. Its objective is the
maintenance of those relationships on a basis which, by consideration of well being of the
individual, enables all those engaged in the undertaking to make their maximum
contribution to the effective working of that undertaking".
The various points that emerge from the above definition are:
i)
Personnel Administration is a management function.
ii)
Primary consideration is human relationship.
iii)
Focus is on the well-being of the people.
iv)
Management is the development of people, not directing them.
v)
Ultimate aim is to make the people contribute maximum to the
organization.
HRM
Michael J. Jucins has defined human resources as "a whole consisting of inter-
related, inter dependent and interacting physiological, psychological, sociological and
ethical components."
According to Leon C. Megginson, "From the national point of view, human
resources are knowledge, skills, creative abilities, talents and attitudes obtained in the
population; whereas from the view-point of individual enterprise, they represent the total
of the inherent abilities, acquired knowledge and skills as exemplified in the talents and
aptitudes of employees".
Personnel Management and Human Resource Management-Differences:
1. Personnel Management (PM) concepts emphasize clearly defined rules, procedures
and courses. These rules and customs govern the actions of the management. The
relationship between the work force and the management is governed by employment
contracts and collective bargaining. Collective bargaining becomes significant
because employees and management see and treat each other as having divergent
interests. In PM, plularism, that is men having different views is respected as a social
value and the role of the union is legitimate. On the other hand in HRM, open ended
contracts, the terms of which are linked to the exigencies of business, and conflict is
viewed as the result of negative inter-personal relations rather than structural
contradictions.
2. PM does not focus on strategic management. Its main goal is peaceful or good labour-
management relations. Its function is mainly reactive. On the other hand, HRM is a
proactive function. HRM is not only concerned with the present organizational needs
but anticipates future needs and seeks to release the inner potential and creativity of
people.
3. The temple of PM is built on collective agreement between the employees and
management. Employees get standardized rewards based on job evaluation. But
HRM leads to individualization of collective relations. Pay is linked with contribution
made by the employee to the relation of organizational goal. HRM seeks to develop
the competencies of the employees so as to derive benefit from this development for
the organization, and to integrate individual and organizational goals. Skill formation
and developments are recognized as the main hallmarks of HRD.
4. PM is a routine maintenance oriented administrative function; HRM places emphasis
on a continuous development of people at work.
5. PM is seen as independent function and sub-functions without giving due regard to
organizational strategies and processes. But HRM is viewed as a sub-system of the
organization. Therefore, it takes into account its linkages and interfaces with all other
parts of the organization.
6. PM takes a narrow view of its scope and objectives. It concentrates mainly on
improving the efficiency of personnel in isolation of the organizations. But HRM
takes a systems view and attempts not only in making people efficient but also in
creating proper organizational culture.
7. PM emphasizes on economic rewards and traditional design of job simplification for
motivating people for better performance. HRM emphasizes on the satisfaction of
higher needs of motivating people, autonomous work group, challenging jobs and
creativity.
8. PM considers job satisfaction and morale as cause of improved performance. It works
on the basis that a happy worker is a productive worker. The emphasis of HRM is the
other way round. It is based on the premise that better performance itself is a source of
satisfaction and high morale.
Role of HRM in Strategic Management:
HRM is being used to develop competitive advantages and therefore, its role in
strategic management is well recognized. Strategic management is the continuous process
of relating the organization with its environment by suitable course of action involving
strategy formulations and its implementation. Strategy is a course of action through which
the organization relates itself with the environment so as to achieve its objectives.
HRM linked with corporate strategic management can be appreciated from the
following figure:
Environmental
opportunities
and threats
Activating strategic
Corporate
Structural implementation
mission
Strategic
Choice
Strategy
Behavioural
and
alternatives
of
implementati
implementation
objectives
strategy
on
Function implementation
Corporate
Personal
strengths
value and
Role of HRM
and
aspirations
strategists
Acquiring
weakness
Developing
Integrating and
Retaining
Personnel
Strategy Formulation
Strategy formulation involves the choice of appropriate strategy in the light of
corporate mission and objectives, environment opportunities and threats and corporate
strengths and weaknesses.
Corporate world uses SWOT analysis in every situation. Expansion of SWOT is
S - Strength
W - Weaknesses
O - Opportunity
T - Threat
HRM contributes to the choice of strategy by providing strength and weakness of
human resources. The threat is also exposed and opportunity is provided by training and
development.
Self-Assessment Questions (SAQS):
1. Explain the objectives of HRM.
2. Explain the scope and functions of HRM.
3. State the differences between personnel Management and HRM.
4. What is role of HRM in strategic management?
Summary
The main objective of HRM is ensuring the availability of right people for right
jobs so as to achieve organizational objectives effectively.
HRM has many objectives such as i) societal objectives ii) organizational
objectives iii) functional objectives and (iv) personal objectives. The various sub
functions border on legal compliance, benefits, smooth union-management relationship,
Human Resource planning, Selection, training and development, appraisal, placement,
assessment, appraisal, placement, and compensation.
Though personnel management and HRM in general parlance are interchangeably
used there are subtle differences. PM is a routine maintenance oriented administrative
function whereas HRM places emphasis on a continuous development of people at work.
PM takes a narrow view of its scope and objectives. It concentrates mainly on improving
the efficiency of personnel in isolation of the organization. But HRM takes a systems
view and attempts not only in making people efficient but also in creating proper
organizational culture. HRM is being used to develop competitive advantages and
therefore its role in strategic management is the continuous process of relating the
organization with its environment by suitable course of action involving strategy
formulation and its implementation.
Answer Key:
1.
Its objectives are manifold. They are societal, organizational, functional and
personal objectives each objective having functions.
2.
Scope-Acquisition, Development, Maintenance & control. Functions are
managerial and operative. See the functions from the chart in the lesson.
3.
PM and HRM differences ? see 8 points of differences listed in this lesson.
4.
Strategy formulation ?SWOT analysis ? HRM is linked with corporate
strategic management ? Strength & weaknesses of HR could be transmitted
by HRM to the management for strategy formulation.
Lesson 5
PERSONNEL ENVIRONMENT
LESSON OUTLINE
HRM Environment
Corporate Excellence
Role of Government in HR
MNC and HR Practices
Learning Objectives
After reading this lesson you should be able to
Understand the importance of environment on HRM
Comprehend the meaning and importance of
corporate excellence
Appreciate the role of Government in developing HR
Differentiate HR practices for MNC
Introduction
Environment comprises of all those forces which have their bearing on the
functioning of various activities including human resource activities. Environment
scanning helps HR manager to become proactive to the environment which is
characterized by change and intense competition. Internal and external environments have
bearing on HRM.
INTERNAL ENVIRONMENT
The internal environment of HRM consists of unions, organizational culture and
conflict, professional bodies, organizational objectives, policies etc. These forces have
profound influence on HRM.
UNIONS
Trade unions are formed to safeguard the interest of its members. A registered
trade union is one which is registered under the Trade Union Act and enjoys certain rights,
privileges and also has duties. It has duties to its members as well as the management.
Management, atleast enlightened management, will see HR activities like recruitment,
selection, training, compensation, industrial relations and separations are carried out in
consultation with trade union leaders.
The National Commission on Labour (NCL) has made valuable suggestions to
trade unions to undertake the following activities:
i)
Secure fair wages for the workers;
ii)
Safeguard security of tenure and better job conditions;
iii)
Enlarge promotional and training opportunities
iv)
Provide for educational, cultural and recreation facilities;
v)
Cooperate in and facilitate technological advances;
vi)
Promote individual and group welfare;
vii)
Promote national integration ; and
viii)
Instill a sense of responsibility among members towards industry and
society.
Organizational Culture and Conflicts
Just like individuals having and cherishing their culture, organizations also have
cultures. Each organization has its own culture that distinguishes one organization from
another. Culture may be stated as sharing some core values or beliefs by the members of
the organization.
The culture of an organization is like the preserved culture of a family, the tradition
of a group or race. Culture identifies the group and the group cherishes it. Some
organizations are highly respected for the culture it has preserved and any deviation may
even be resented by its customers and the general public as well.
HRM has the delicate but important role in preserving and nurturing the
organizational culture. Conflict usually surfaces because of dualities such as personal goal
as against organizational goal, discipline as against autonomy, right as against duties etc.
Such conflicts have their bearing on HR activities in an organization.
Professional Bodies
Professional bodies have a role to play in maintaining proper internal environment.
Chartered Accountants, doctors, lawyers etc., have professional bodies which regulate and
maintain the dignity of their profession. Erring members can be punished by the
professional body and they down rules and procedures for good conduct and ethics. So lay
also The National Institute of Personnel Management advices and regulates HRM
activities.
External Environment
Economic, political, technological and demographic factors have a bearing on
external environment. These forces have considerable influence on HRM.
Economic Factors
Economic forces include growth rate and strategy, industrial production, national
and per capita income, money and capital markets, competitions, industrial labour and
globalization.
A sustained growth and higher GDP gives lot of scope for HRM in the search of
talents and innovations. Higher the industrial production, it unleashes its impact in various
sectors giving lot of scope for HRM activities. Where money and capital are vibrant and is
in the increasing tempo, it may lead to higher investment and activities leading to greater
demand for human resources. Globalization has opened new vistas where competitive
edge and highest quality of products and services are needed. This imminent need gives lot
of scope for HRM activities.
Political Factors
Political environment covers the impact of political institutions on HRM practices.
Democratic political system increases the expectations of workers for their well being. The
total political environment is composed of legislature, executive and judiciary.
An enlightened legislature passes plethora of legislations bearing on trade and
finance, fixing responsibilities and duties to management and employees. Executive is
always alert in implementing various schemes of government and law. The judiciary is
zealously guarding the rights of business and society. All these aspects has made HRM to
be active not only in choosing right people but also in looking after the employees welfare
and legal directions.
Technological Factors
Technology is a systematic application of organized knowledge to practical tasks.
Technological advances affect the HR functions in more than one way. Firstly, technology
makes the job more intellectual and upgraded. Secondly workers are to know and put in
practice to the upgraded technology, lest they are left out. Thirdly jobs and operations
become highly professionalized where the workers and employees of yester years have to
be weeded out or employed in substitute work. All these involve active HRM operations.
Demographic Factors
Demographic variables include sex, age, literacy, mobility etc. Workers are now
called `knowledge workers' and the organization `knowledge organization'. The problems,
skills and ability of women workers need separate treatment. This adds dimension to HRM
thrust.
Corporate Excellence
Industrial organizations to a large extent depend on an entrepreneurial behaviour
and motivation to engender corporate excellence. Companies need to shift from physical
technology to information technology, from material growth to sustainable development
from hierarchical pattern to decentralized organization and from conflict to cooperative
working relationship.
Organizations need to elicit entrepreneurial behaviour that calls for a high degree
of employees achievement and motivation to attain excellence. Successful
entrepreneurship has the following characteristics and HRM has a great role in shaping
them.
i.
High sense of purpose among the people in the organization.
ii.
Absolute organizational focus on customers both internal and external.
iii.
A new way of work that encourages product innovation.
iv.
A great sense of self-inspired behaviour among ordinary people to do
extraordinary things.
v.
Productivity of the human resource to be doubled.
vi.
Higher work turnover.
HR issues in Achieving Excellence
i.
Aligning business strategy with HR strategy.
ii.
Knowledge management and creating learning organization.
iii.
Competence mapping and skill development through assessment centres.
iv.
Developing moral excellence through ethics audit and creating value-based
culture.
v.
Reorganization of work through job enlargement and enrichment.
vi.
Development of mutual trust and synergy among work teams.
vii.
Managing change through people.
viii.
Restructuring and bringing transformation in the organization to add value
to the business.
ix.
Bringing about rationalization of workforce through internal transfers and
resorting to employee reduction as a last resort.
Corporate excellence is the combination of people, system, product and marketing
excellence. Out of these people excellence is important because it has a direct bearing on
the system, product and marketing.
There are 10 p's which are most important for corporate excellence, most of them
are to be shaped by HRM. They are as follows:
* Purpose
- Purpose basically is the goal, vision and business aim of
the organization
* Perspective
- It is the direction ? a mental view of the relative
importance of things.
* Positioning
- The image of the company and its products in the market
* Politics
- Judicious and expedient behavior of people in the
organization
* Partnership
- A joint business, within or outside the organization
* Plans
- Proper plans of action, translated to business policies
* Product
- The product should be innovative, qualitative and cost-
effective
* Principles
- Set of values, culture and philosophy
* People
- Challenging, ethical, committed, high performance, self-
driven
* Performance
- Output of the organization, results in terms of both
quantity and quality
HRM is now a strategically important area of corporate governance, which
indicates that HRD policies need to be integrated into the overall policies of the
organizations. To be precise, it is a cyclic process of developing mission, vision and
business plan through people, and translating those to action through policies, ensuring
results and redefining the objectives again. HR is no more a support service but it is the
partner in the organizational strategic function.
Role of Government
Government has a positive role to play in creating personnel environment. It makes
an assessment at the National levels regarding man power requirements. This includes the
highly technical professionals like engineers, doctors, technicians, civil servants and white
collared jobs. So also work force requirements in industries, agriculture, mining, public-
works are all made and constantly updated. Requirements of army, navy and airforce of
field and technical staff and recently in information technology and computers have come
under the purview of national projection for work requirement. At the state level also state
planning commissions through statistical departments get data and compile the
requirements. Government is assisted by Medical Council of India, Institution of
Engineers, U.G.C. and Planning Commission cell for estimations and projections.
Employment Exchanges, Food for Work Schemes, Minimum Employment
guarantee schemes, Rural employment schemes, Self help groups and promotions, small
scale and cottage industries promotion, Khadi and village Industries Commission are all
employment providers. There are also several job training schemes run by central and state
governments.
Other Assistance by Government
Social security of employees comes within the fold of HRM. Government assists
employees both in organized and unorganized sectors through several social security
schemes and directives.
Social Security Legislation in India
The Government of India has passed various enactments from time to time.
Important among them are:
i.
The Workmen's Compensation Act, 1923.
ii.
The Employees' State Insurance Act, 1948.
iii.
The Employee's Provident Funds and Miscellaneous Provisions Act, 1961.
iv.
The Maternity Benefit Act, 1961.
v.
The payment of Gratuity Act, 1972.
The Workmen' Compensation Act, 1923
The main objective of the Act is the Act is to ensure compensation to workers for
accidents occurred during the course of employment. This Act covers workers employed
in factories, mines, plantations, mechanically propelled vehicles, construction works,
railways, ships, circus and other hazardous occupations specified in schedule II of the Act.
It does not apply to the Armed Forces, casual workers and workers covered by the
Employee's State Insurance Act 1948.
The Act is administered by the State Government by appointing commissioners for
this purpose under S.20 of the Act.
Under this Act, compensation is payable by the employer to the workman for all
personal injuries caused by industrial accidents which disable him / her for more than
three days. In case of the death of workman, the compensation is paid to the dependants.
The Act also specifies that in case a workman contracts any occupational disease, which is
specified in its third schedule, such disease shall ordinarily be treated as an employment
injury arising out of and in the course of employment. The scale of compensation is stated
under the Act and the compensation is payable depending on the nature of injury and
whether it is partial disablement or total disablement.
Employee's State Insurance Act, 1948
The main object of this Act is to provide social insurance for workers. It is a
contributory and compulsory health insurance scheme that provides medical facilities and
unemployment insurance to industrial workers for the period of their illness.
The Act covers all workers (whether manual, supervisory or salaried employees)
whose income donot exceed Rs. 6500 per month and are employed in factories, other than
seasonal factories which are run with power and employ 20 or more workers. The State
Government can extend the coverage of the Act with the approval of the Central
Government.
The Act is administered by the Employees State Insurance Corporation (ESI), an
autonomous body with representatives of the Central, State Government, employers,
employees, medical profession and the parliament.
Benefits
a) Medical benefit : An insured or a member of his or her family
requiring medical help is entitled to receive medical facility free of
charge in a hospital either run by ESI corporation or by any other
agency.
b) Sickness benefits : An insured worker in case of certified sickness is
entitled to receive cash payment for a maximum of 91 days in any
continuous period of one year. The daily rate of sickness benefit is
calculated as half of average daily wage.
c) Maternity benefit : An insured woman is entitled to receive cash
payment calculated at a full average wage for a period of 12 weeks of
which not more than 6 weeks shall precede the expected data of her
confinement.
d) Disablement benefit : This benefit is entitled to insured worker in case
of industrial accidents and injury. Compensation differs depending on
temporary disablement, permanent partial disablement and permanent
total disablement.
e) Dependent's benefit : the benefit is available to the dependents of a
decreased worker due to industrial accident or injury.
The Employee's provident Funds and Miscellaneous Provisions Act, 1952
The Act covers workers employed in a factory of any industry specified in
schedule I in which 20 or more workers are employed or which the Central Govt. notifies
in its official Gazette. The Act does not apply to cooperative societies employing less than
50 persons and working without the aid of power. It also does not apply to those new
establishments till they become 3 years old.
The Act is administered by Tripatriate Central Board of Trustees represented by
employers, employees and Government.
Under this Act
i.
An employee can avail non-refundable withdrawal or take advances from
the provident Fund Account for various purposes. On superannuation, the
employee gets the full balance at his credit with interest.
ii.
Under the new pension scheme which has come into force from 16-11-
1955, replacing the 1971 scheme, several types are available to an
employee and his dependent.
iii.
Under the deposit- linked insurance scheme, an amount equal to the
average balance in P.F. account of the deceased employee during the
preceding one year subject to a maximum of Rs. 35000/- is given to
nominee or legal heir.
The Maternity Benefit Act, 1961
The Act is applicable to all establishments not covered under the Employee's State
Insurance Act, 1948. The benefit will be administered by the ESI Corporation.
Under the Act a woman worker is entitled to receive the payment for maternity
benefit at the rate of average daily wages for a period of 12 weeks. With effect from 1st
February 1996, a woman worker is entitled to grant of leave with wages for a maximum
period of one month in cases of illness arising out of MTP or tubectomy. Women workers
who will undergo tubectomy operation will get two weeks leave.
The Payment of Gratuity Act, 1972
The object of this Act is to provide economic assistance on the termination of an
employee.
The Act is applicable to the employees employed in factories, mines, oil fields,
ports, railway, companies, shops or other establishments employing 10 or more persons.
Under this Act, on completion of 5 years of service, the employees are entitled to gratuity
payable at the rate of 15 days wages for each completed year of service subject to a
maximum of Rs. 3.5 lakhs with effect from September 1997.
Industrial Amity and Peace
The Government has passed Industrial Disputes Act 1947. According to this Act,
"industrial dispute' means "any dispute or difference between employers and employees
employers and workmen, or between workmen and workmen, which is connected with the
employment or non-employment or the terms of employment and conditions of
employment of any person".
There are elaborate provisions relating to `Strikes and Lock-outs'. The Act also has
created machinery for prevention of industrial disputes. They are as follows:
i.
Works committee
ii.
Standing orders
iii.
Code of discipline
For settlement of industrial disputes the mechanism are
1. Conciliation
2. Arbitration
3. Adjudication
For adjudication Labour Court, Industrial Tribunal and National Tribunal are
setup. The legal provisions are not elaborated as we discuss how Government helps human
resources and their rights through legislative framework.
Trade Union Act 1926, gives permission to form and register Trade Unions with
rights and duties, to strengthen their bargaining power and for obtaining rightful
concessions from management.
MNC and HR Practices
Globalization of trade and business is at the peak now. India is a paradise for
marketing and destination for software business. FDI is pouring in. Indian business houses
are extending their frontiers to other countries and MNCs are eying India. Under these
conditions of global perspective HRM practices have gained greater significance. Business
process outsourcing (BPO) is the order of the day. The technical and management people
in India seeking job in MNCs should come up to the expectations of world requirements.
There are certain special features in this context.
Cultural Factors
Culture means shared beliefs, values, norms and moral by people. Organizational
culture means a pervasive underlying set of beliefs, assumptions, values, shared feelings
and perceptions. Indian technical people placed by MNCs in various countries should
adopt to the culture and custom prevailing there.
Individualism
In simple terms, individualism means the degree of preference of individuals
expected to look after themselves and their immediate families. Just reverse is
collectivism. Personnel should come out of the shell and know to make collective living
culture.
Compensation
The standard of living and style of living will differ. MNCs cannot differentiate
pay to the same category on the ground that they are from different nationals. The
perquisites should be the same to all. The company would like all their personnel to follow
the same corporate culture that is in observance.
Labour Relations Factors
Labour relations or industrial relations are bound to differ between different
countries. MNC having its operation in different countries should take into consideration
the labour relations prevailing in that country.
Recruitment, Selection and Training
MNCs have to be critical and choosy in their selection taking into consideration its
existing standard and style. Separate training programme for different nationals in
employment may be needed.
Communication Skill
This aspect is important for the personnel employed in MNC placed in different
countries. Special training in communication perfection may be needed.
Self-Assessment Questions (SAQs)
1.
Explain internal environment having influence on HRM.
2.
Explain external environment which have bearing on HRM activities.
3.
Explain the role of Government in the area of Human Resources.
4.
How does HRM practices with reference to MNCs have special features?
Summary
Both internal and external environments have a special bearing on HRM practices.
The internal environment includes,
i.
Trade Unions
ii.
Organizational culture and conflicts
iii.
Professional bodies
External environment chiefly consists of
a) Economic factors
b) Political factors
c) Technological factors
d) Demographic factors.
HR practices are significant in achieving corporate excellence.
Government has a positive role to play in developing the HR. It is macro level
development. Legislations and schemes for technicals and entrepreneurs are other
measures.
MNCs have become a significant force in trade, business and industry. In view of
MNCs operations with a very wide network spread to different nations, language and
technical differences along with cultural variations the HRM practices for MNCs have
special features.
Answer key
1. Explain environment ? Different internal environment and consequently the
approach needed by HRM.
2. External environment ? outside the Company-Important external factors and
their bearing HRM.
3. Role of Government is significant ? Macro level planning ? Training
programmes ? Legislations and control.
4. MNCs-peculianties ? Need for specialized approach.
Unit II
LESSON ? 6
Human resource planning
Lesson Outline
Significance of HRP
HRP process
HR Gaps and Action plans
Factors influencing HRP
Guiding principles for HRP
LEARNING EXPERIENCE
After reading this lesson you should be able
to
Understand the need for HRP
Know the processes involved.
Appreciate different methods of HR
estimation.
Recall the guiding principles
Introduction
Though human resource means different things to different people, general
agreement exists on its ultimate objectives - the most effective use of the scarce talent in
the interests of the labour and the organization.
According to Geisler, "Manpower planning (HRP) is the process ? including
forecasting, developing, implementing and controlling, by which a firm ensures that it has
the right number of people and right kind of people, at the right place, at the right time,
doing things for which they are economically most suitable".
Decenzo and Robbins have defined HRP as "specifically, human resource planning
is the process by which an organisation ensures that it has the right number and kind of
people, at the right place, at the right time, capable of effectively and efficiently
completing those tasks that will help the organisation achieve its overall objectives".
Leap and Crino have defined HRP as "Human resource planning includes the
estimation how many qualified people are necessary to carry out the assigned activities,
how many people will be available, and what, if anything must be done to ensure that
personnel supply equals personnel demand at the appropriate point in the future."
From the above definitions the following features of HRP can be identified.
i.
HRP is a process which includes various aspects through which an
organization tries to ensure that right people, at right place and at right
time are available.
ii.
It involves determination of future needs of manpower in the light of
organizational planning and structure. Determination of manpower
needs in advance, facilitates managements to take up necessary actions.
iii.
It does take into account the manpower availability at a future point in
the organization. Therefore, it indicates what actions can be taken to
make existing manpower suitable for future managerial positions and the
how gap between needed and available manpower can be fulfilled.
Significance of HRP
HRP is of primary nature and it precedes all other HRM functions. Without HRP
no other function can be undertaken in any meaningful way. HRP contributes in the
following ways in managing resources in an organization.
1. Defining Future Personnel need
Planning defines future personnel need and this becomes basis of recruiting and
developing personnel. In its absence there is likelihood of mismatch between personnel
needed and personnel available.
2. Coping with changes
In the Indian and international business arena fast changes are taking place.
Liberalization of economy has brought vast changes in India. At the international level
there is growing global competition. Every organization is trying to compete on the basis
of technology and managerial talents. In this war only those companies will survive which
adopt a formal, meticulous HRP. Change in technology has attached more premium to
knowledge and skills resulting into surplus manpower in some areas and shortage in other
areas. HRP helps in creating a balance in such a situation because manpower needs and
availability could be identified much in advance.
3. Providing base for developing talents
Jobs are becoming more and more knowledge oriented. This has resulted into
changed profile of manpower. Therefore an organization must be ready to face such as
eventuality by taking proper HRP.
4. High cost of investment in HR
The cost of acquiring, developing and retaining personnel is increasing much faster
than the average rate of inflation. This increasing cost may be taken care of by proper
HRP which provides the way for effective utilization of such talents. In fact, such a high
cost has forced many companies to have a relook at their HRM functions and particularly
HRP and to align these with new situations.
5. Creating involvement of top management in HRM
Systematic HRP forces top management of an organization to participate actively
in total HRM functions, an area that has been neglected by most of the companies until
recently.
HRP and Responsibilities involved
Formulation of human resource plans in a shared task between top management,
line managers and HR department. Top management is involved in HRP process because
ultimately, it approves various plans to the organisation as a whole.
According to Udai Pareek, "it is the top management responsibility to project
shared vision and strategic plans of the organization into long-term vision and short-term
goals. The projected vision and plans are then translated into human resource
requirements for their respective departments by the managers. Detailed analysis of
required competencies in terms of levels and numbers are developed by personnel
department.
HUMAN RESOURCE PLANNING PROCESS
This consists of series of activities as follows:
1. Forecasting
Forecasting of future manpower is an important step. It could be done in terms of
mathematical projection of trends in the economy and developments in the industry, or of
jundgement estimates based upon specific future plans of the company.
2. Inventory
Inventory of the present manpower resources and the degree to which these
resources are employed optimally should be assessed.
3. Anticipating problems
Anticipating manpower problems by projecting present resources into the future
and comparing them with the forecast of the requirements, adequacy both quantitatively
and qualitatively should be estimated.
4. Planning
Planning for recruitment, selection, training, deployment, utilization, transfer,
promotion, development, motivation and compensation to be undertaken for manpower
requirement.
The following figure depicts HRP process:
Organizational plans & policies
Human Resource Planning
Fore
casting needs for human resources
Forecasting supply of human
Human Resource Planning
Surplus human resource
Shortage of human resource
Action plan for bridging gap
ORGANIZATIONAL OBJECTIVES
The starting point of any activity in an organization is its objectives which generate
various plans and policies. This leads to further course of action necessitating various sub-
systems and programmes. In this process of HRP following questions will be raised.
a)
Are vacancies to be filled by promotions from within or by hiring from
outside?
b)
How do the training and development objectives interface with the HRP
objectives?
c)
What union constraints are encountered in HRP and what policies are
needed to handle these constraints?
d)
How to enrich employee's job
e)
How to downsize the organization to make it more competitive?
f)
How to ensure continuous availability of adaptive and flexible
workforce?
Human Resource Planning
Taking direction from organizational objectives and plans and above policy
consideration human resource plan is prepared. The planning process consists of two
major activities: forecasting needs of human resources and forecasting supply of human
resources.
Identification of HR group
Forecasting needs for human resources and forecasting supply of human resources,
both taken together help to identify gap between human resources needed and their
availability.
Action Plans
Various action plans are devised to bridge the human resource gap. If there is
surplus of human resources either because of improper HRP in the past or because of
change of organsiational plan, such as dis investment of business or closing down some
businesses because of various reasons, action plans may be devised to reduce their size
through layoff, voluntary retirement etc. If there is shortage of human resources, action
plans may be devised to recruit additional personnel.
Techniques for forecasting Resource Needs
The following techniques are usually used.
1. Managerial judgement method
2. Delphi Technique
3. work-study technique
4. Ratio-trend analysis
5. Statistical and mathematical models.
Managerial Judgement Method
This is a conventional method of human resources forecasting method. In this
method mangers prepare the forecast of human resource needs of various categories in
their own departments on their past experiences. This method can be applied in two
alternatives, top-down approach or bottom-up approach. In top-down approach, top
management prepares human resource plan for the organization as a whole with the
assistance of HR department. This plan is circulated among various departments with an
advice to make necessary amendments whenever required with justification. After
receiving the document from various departments, human resource needs of various
departments are finalized usually in a committee meeting of department heads.
Delphi Technique
This technique is named after the ancient Greek Oracle at the city of Delphi where
greek used to pray for information about the future. In the present world Delphi
Technique is used in group decision making in small groups. The problem and questions
relating to HR requirement and related issues will be circulated to the expert group. Their
suggestions and replies will be sent to others and if needed queries made and final decision
taken. This exercise is repeated until some consensus is reached. Delphi technique is
quite useful where the problem cannot be solved by using analytical technique but its
solution requires subjective judgements on a collective basis.
Delphi technique can be used for forecasting human resource needs in two forms.
First, it can be used to know the trends for changing job profile and consequently, the
changing personnel profile across the country or at international level secondly, this
technique can be used to solicit views of experts in different functional areas of an
organization about the changing profile of personnel in their respective departments in the
light of changing environment. Such views are collected and summarized by HR
department to arrive at a decision about the types of personnel needed in future.
Work study technique
Work study technique is based on the volume operation and work efficiency of
personnel. Volume of operation is derived from the organizational plan documents and
increase/decrease in operation can be measured. Work efficiency or productivity is
measured by time and motion study which specifies standard output per unit of time, say
per hour. Thus, the number of operatives required to complete specified volume of
Planned O
utput
operation is
.
Standard o
utpu p
t er h
our x S
tadnard h
ours p
er p
erson
However, standard output per hour is not always a constant factor. Over a period of
time it may increase due to training and higher technology. In this way required personnel
may worked out.
Ratio ? Trend Analysis
Under this method, the main emphasis is on the ratios between production/sales
level and direct operatives; ratios between direct operatives and other personnel say
supervisory and managerial personnel. These ratios are worked out for a number of years
based on the past records of the organization and future trends are projected on these
ratios.
Such ratios can be worked out for various categories of personnel such as ratio of
supervisors and middle management personnel, ratio of middle management personnel and
higher level management for a comprehensive forecast of human resource needs.
Statistical and Mathematical models
Following are the models that could be used for HR forecast.
1. Burack ? smiter model
2. Regression analysis
3. econometric analysis
In fact combination of different methods could also be used.
Forecasting of HR supply
Forecasting of human resource supply is another important ingredient of HRP.
After forecasting human resource needs, it is only logical to determine how these needs
can be met. For a new organization all personnel that are needed have to be procured from
outside. But in an existing organisation, existing personnel are a source for higher
positions. Armstrong has defined "Manpower supply forecasting measures that number of
people likely to be available from within and outside an organization, after movements
and promotions, wastage and changes in work hours, and other conditions of work".
Identification of Human Resource Gap
Human resource gap is the difference between human resources required at a
particular point of time and the human resources being available at that particular time.
This gap can be identified on the basis of forecasts for human resources. Based on the
analysis of this gap, action plans must be developed to overcome this gap. In the end it
may result in reducing the personnel or increasing and recruiting the personnel in different
categories.
Short-term Human Resource Planning
This may arise due to certain immediate vacancies that have fallen due to sudden
increased production and large new orders necessitating more personnel.
Long ? term HR planning
This is based on projections and long term expansion programmes. There will be
sufficient time for deep contemplation, programming, recruiting and selection. Both
quantitative and qualitative aspects of human resources could be taken care of in long ?
term planning and proper tuning.
Various Factors in HR Planning
Human Resource Planning at the enterprise level, to a large extent is influenced by
a number of factors outside the enterprise. The human resource planner has to take into
account with varying degrees of uncertainty political, social, economic and technological
factors which will have some influence on the planning process. Some of the factors are:
1. Government Influence
The central Government also plays a role in stimulating companies to plan their
manpower resources systematically. The planning commission, the Ministry of Labour,
and the Institute of Applied Manpower Research have made projections from time to time
on manpower demand and supply for various skill categories, supervisors and managers,
over a given time span. Government departments requires companies to supply data on
their manpower for various purposes, such as data compilations or competence to execute
certain contracts. While providing the data, companies have had to develop inventories of
their personnel, based on the various skill category classifications, which have been used
for their own internal manpower planning. The government has also fixed manpower
quota for s.c / s.t and monitors the same.
2. Social Factors
Sometimes pressure of public opinion (trade unions, political parties and
government) may pressurise to create more employment and also at times "sons of the
soil" theory.
3. Economic Factors
The vagaries of the business environment is another important factor. Sudden rise
and fall of demand for a product cannot be easily estimated. These may be the result of
government taxation policies, or import restrictions. Sometimes recession and boom also
may necessitate change in HR requirements.
Technological change
Change in the method of production and distribution of products and services, and
in management techniques can be called technological changes. The introduction of
automatic controls or mechnaisation of the materials handling process are examples of
technological changes. Changes of this type may also require a change in the skills of
employees, as well as changes in number of personnel required. Automatic control
drastically reduces and changes the type of skill needed. For example because of the
introduction of computers, the skills requirements of almost all the jobs, have changed
substantially.
Guiding Principles of effective HRP
The plan should be as detailed as expenditure constraints allow.
Should not extend too far into the future. Accurate prediction of the distant
future is simply impossible.
An alternative course of action should be considered.
Side effects and implications of the actions envisaged should be.
Instructed to individuals and departments must be incorporated into the
plan.
Plans should be concise and easy to understand.
HRP is not a static one-shot plan that will be useful over a period of time for the
organization; the data has to be continually updated and the various factors adjusted to
reflect the changes that constantly take place.
Self Assessment Questions (SAQs)
1. State the need for HRP
2. explain HRP process
3. What is meant by forecasting of HRP supply?
4. What is HR gap.
Summary
Manpower planning is the process including forecasting, developing,
implementing and controlling by which a firm ensures that it has the right number of
people and right kind of people at the right place, at the right time doing things for which
they are economically most suitable. HRP includes the estimation of how many qualified
people are necessary to carry out the assigned activities how many people will be
available, and what if anything must be done to ensure that personnel supply equals
personnel demand.
The HRP process consists of i) Forecasting, ii) Inventory, iii) Anticipatory
problems and iv) planning.
The various techniques of forecasting Human Resource are
i)
Managerial Judgement Method
ii)
Delphi Technique
iii)
Work Study Technique
iv)
Ratio ? trend analysis
v)
Statistical and Mathematical models.
There would be both short ? term and long ? term HR planning. Various factors
influencing HR planning are i) Government, ii) Social factors, iii) Economic factors, iv)
Technological factors.
Answer Key:
1) Explain significance of HRP and its importance for the achievement of
organizational goals.
2) HRP Process:
Organisational plans & policies Human Resource Planning ? Forecasting demand
and supply ? Identification of HR gap ? Action plan. .
3) Forecasting HR ? Need for ? Methods.
4) HR gap ? gap between demand and supply. The gap may be due to surplus or
deficit ? remedial measures.
Lesson 7
HUMAN RESOURCE INFORMATION SYSTEM
Lesson Outline
Why HRIS?
HRIS inputs
Benefits
Limitations
Learning Objectives
After reading this lesson you should be able to
Understand what HRIS is
Appreciate its importance
Develop skill to make HRIS
Assess strength and weakness
Introduction
Human Resource Information System (HRIS) is a systematic way of storing data
and information for each individual employee to aid planning, decision making, and for
submitting of returns and reports to the external agencies. Human Resource Department
requires large amount of detailed information. The quality of personnel management
departments, contribution largely depends upon the quality of information held by it. The
information required may be
i.
Duties and responsibilities of every job in the organization.
ii.
Skills possessed by every employee.
iii.
Organization's future human resource needs.
iv.
Current productivity of human resources and
v.
Identification of training needs.
Acquisition, storage and retrieval of information present a significant challenge to
the management. However, once the database is created, maintenance becomes easier.
HRIS is basically used for the following purposes:
a)
Storing information and data for each individual employee for future
reference.
b)
Providing a basis for planning, organizing, decision making, controlling
and a host of other human resource functions.
c)
Meeting daily transactional requirements such as marking present,
absent or granting leave.
d)
Supplying data and submitting returns to government and other statutory
agencies.
Formerly HR departments of various companies used to share hardware and files
with other departments. Later, companies began to develop information systems devoted
exclusively to human resource applications. These systems came to be known as HRIS.
STORING
Same of the applications which could be computerized and the nature and type of
information that can be recorded and stored are described below.
PERSONNEL ADMINISTRATION
It will contain information about each employee, such as name, address, date of
birth, date of joining the organization, and information about next of kin and family. The
facility should allow the user to maintain a number of address records such as permanent
home address, local postal address, and the address of next of kin.
SALARY PARTICULARS
Salary review procedures are an important function of the human resources
department. Details of present salary, last increase and the proposed increase will all be
compiled and stored.
LEAVE / ABSENCE RECORDING
An important requirement of HRIS is providing comprehensive and accurate
method of controlling leave and absences. A complete leave history for each employee,
days of absence, delay in reporting are all stored. Eligibility of leave, medical, maternity
leave under credit, leave encashment, eligibility are all stored.
SKILL INVENTORY
HRIS is used to record acquired skills and monitor a skill database at both
employee and organizational level. This will give the necessary information to identify
employees with necessary skills for certain positions or job function.
MEDICAL HISTORY
The HRIS may be used to record occupational health data needed for industrial
safety purposes, accident monitoring, exposure to potentially hazardous materials, and so
on. For example, hearing loss, nervous debility in certain work areas may be monitored
and results recorded on HRIS. The records of periodical medical examinations may also
be maintained.
ACCIDENT MONITORING
The system should record the details of the accidents for the injured employees.
This could highlight accident prone areas or accident prone times within the organization.
PERFORMANCE APPRAISAL
The system should record individual employee's performance appraisal data such
as the due data of the appraisal, scores for each performance criteria, potential for
promotion, and other information to form a comprehensive overview of each employee.
Training and Development
The system should record the details of training imparted, training evaluation
development opportunities given and availed. The type of training needed may be
identified and stored.
HRP
The HRP plan, extensions, plan executed, to be executed strength and weaknesses
of the plan, plan evaluation etc, may be recorded.
RECRUITMENT
Recruitment pool, screening, preliminary selection etc, may be stored for HRIS.
CAREER PLANNING
Placement, training, selected candidates for career planning, supervisors view can
be stored.
COLLECTIVE BARGAINING
Wage, salary administration, bonus, negotiations, trade Unions views, most
welcome and least resistant measures may also be recorded.
STEPS IN IMPLEMENTING HRIS
Following are the steps in implementing HRIS.
INCEPTION OF IDEA
Idea should originate somewhere. The originator should make a preliminary report
justifying the need for HRIS and illustrate how it could assist management in making
certain decisions.
FEASIBILITY STUDY
The cost-benefit analysis of HRIS in terms of labour and material as also intangible
savings, such as increased accuracy and fewer errors should be highlighted.
SELECTION OF PROJECT TEAM
Once the feasibility study has been accepted and the resources accepted, a project
team should be selected. The project team should consist of a human resource
representative, who is knowledgeable about the organization's human resource functions
and activities, and the organization itself, and also a representative from management
information system. As the project advances, additional clerical people from the human
resource department will have to be added.
DEFINING THE REQUIREMENTS
A statement of requirements specifies in detail exactly what the system needs to
do. A larger part of the statement of requirements normally deals with the details of the
reports that will be produced. The objective is to make sure that the mission of an HRIS
truly matches with the management's needs of an HRIS.
VENDOR ANALYSIS
The purpose of this step is to determine what hardware and software are available
that will best meet the organization's needs at the least price. This is a difficult task. This
involves discussions with various vendors on how their HRIS will meet the organization's
needs.
CONTRACT NEGOTIATIONS
The contract stipulating the price, delivery, vendor's responsibilities with regards
to installation, service maintenance, training to organization's employees etc, may be
negotiated.
TRAINING
Project team members may first be trained to use the system and then they could
train all users from other departments.
TAILORING THE SYSTEM
It involves making changes to the system to best fit to the organizational needs.
DATA COLLECTION
Data is collected and fed into the system.
TESTING THE SYSTEM
The object of verifying is to test the output of HRIS and make sure that it is doing
what it supposed to do. All reports to be critically analysed.
STARTING UP
Even after testing, some additional errors may crop up. These errors surface during
start up. These are to be sorted out.
PARALLEL RUNNING
Just for the security, the new system is to be run in parallel with the old till the new
system stabilizes and people gain confidence in its operation.
Maintenance
Proper maintenance of the system and maintenance of secrecy of records are to be
guarded. It normally takes several months for HR people to get acquainted with HRIS.
AUDIT
After a year or so, the project team should audit the performance of HRIS and if
required, corrective actions should be taken.
Large organizations generally install computerized HRIS system because it enables
them to collect, process and use large amount of data. It links the various subsystems of
HRM. Following is a figure of HIRS linking various sub-systems.
HR planning
Recruitment
Development
HR
system
system
system
mobility
Human
Resource
Health
Industrial
Payroll
Appraisal
Compensation
Information
relations
preparation
system
system
L & T HRIS IS GIVEN BELOW
Data storage and processing
Manpower planning
1.
Maintain systematic information about the individual
employee : history characteristics, performance, record,
potential record, promotions, remarkable achievements,
salaries etc.,
Selection and placement
2.
Supply files to departments whenever solicited for
counseling, career planning, training purposes.
3.
Design data card for computer.
Reinforcement
4.
Monitor feeding in and out of the data.
and
5.
Process data for research on trends, etc.,
Advancement
Performance appraisal
Industrial Relations
Benefits of HRIS
Following are the benefits:
Higher speed of retrieval and processing of data.
Reduction in duplication of efforts leading to reduced cost.
Better analysis and decision making.
Higher accuracy of information and reports generated.
Fast response to answer queries.
Improved quality of reports.
Better work culture.
Streamlined and systematic procedures.
More transparency in the system.
Limitations
Following are the limitations of HRIS.
Expensive interms of finance and manpower requirement.
Inconvenient to those who are not comfortable with computers, particularly top
bosses.
Computers cannot substitute human being, individual decision making and
intuition.
System needs updating, in many a situation, stale information is as good as no
information.
Self Assessment Questions (SAQs)
1. Explain the place of HRIS in HRM.
2. State the files to be stored in HRIS.
3. What are the merits and limitation of HRIS?
Summary
HR department needs information accurately and in a short notice on the
following.
a. Duties and responsibilities of every job.
b. Skills possessed by every employee.
c. Organization's future needs of human resource.
d. Training needs
HRIS has computerized linking with all sub-systems. HRIS has both merits and a
few limitations. But HRIS is indispensable in developing and perfecting Human
Resources.
Answer key:
1. Acquisition, storage and retrieval of information present a significant challenge to the
management. HRIS is basically used for
i.
Storing information and data of each individual employee for future
reference.
ii.
Providing a basis for planning, organizing, decision making and controlling
of human resource functions.
iii.
To know regularity of attendance and absenteeism if any.
iv.
For supplying data and returns to government and other statutory bodies.
2. Generally the important files are
i) Personnel administration, ii) Salary particulars, iii)
Leave/Absence Record, iv) Skill inventory, v) Medical history, vi) Accident
monitoring, vii) Performance appraisal, viii) Training and Development, ix)
HRP, x) Recruitment, xi) Career planning and, xii) Collective bargaining.
3. See the last two paragraphs of the lesson.
LESSON 8
SELECTION AND INDUCTION
Lesson Outline
Recruitment
Selection ? Differences
Selection tests
Interview
Induction
Learning Objectives
After reading this lesson you should be able to
Appreciate the differences between recruitment
and selection
Understand intricacies of selection tests.
Skills needed to conduct interview
The importance of induction
Introduction
Recruitment, selection, placement, induction, training and development are all the
core functions of HRD. Once it is determined what types of jobs in how many numbers are
to be filled up with the qualifications fixed, the next step is for search of qualified people.
Hiring of people involves these broad groups of activities but not mutually exclusive viz.,
recruitment, selection and placement. Recruitment is the first step in the process of filling
a vacancy. Recruitment is the generating of applications or applicants for specific
positions to be filledup in the organization. It is a process of searching for and obtaining
applicants for jobs so that the right people in right number can be selected.
According to Dale Yoder, "Recruitment is a process to discover the source of
manpower to meet the requirements of staffing schedule and to employ effective measures
for attracting that manpower in adequate numbers to facilitate effective selection of an
efficient working force."
According to Bergmann and Taylor, "Recruitment is the process of locating,
identifying, and attracting capable applicants."
FACTORS AFFECTING RECRUITMENT
There are various factors that influence recruitment. They are as follows:
i.
Internal factors
ii.
External factors
Internal factors
1. Size : The organizational size is an influencing factor. Larger
organizations find recruitment less problamatic than smaller size units.
2. Policy : The policy of recruitment by the organization, whether
recruitment is from internal source (from own employees) or from
external sources also affect the recruitment process. Generally,
recruiting through internal sourcing is preferred in view of cost
consideration, familiarity and in easily finding most suitable.
3. Image : Image of the organization is another internal factor influencing
recruitment. Managerial actions like good public relations, rendering
public services like building roads, public parks, hospitals and schools
help to earn image or goodwill for the organization.
4. Image of jobs: Better remuneration, and working conditions are
considered the characteristics of good image of a job. Besides,
promotion and career development progammes of the organization also
attract potential candidates.
External factors
1. Demographic factors: Demographic factors such as sex, age, literacy,
economic status etc, have influence on recruitment process.
2. Labour markets : Labour market conditions, that is, supply labour is of
particular importance in affecting recruitment process. If the demand for a
specific skill requirements is high relative to its supply, recruiting employees
will involve more efforts. On the contrary, if supply is more than demand for
particular skill, recruitment will be relatively easier.
3. Unemployment situation: The rate of unemployment is yet another external
factor having its influence on the recruitment process. When the unemployment
rate in a given area is high, the recruitment process tends to be simpler.
4. Labour laws : There are several labour laws and regulations passed by the
central and state Governments that govern different types of employment.
These cover, working conditions, compensation, retirement benefits and safety
and health of employees in industrial undertakings. Child Labour (Prohibition
and Regulation) Act, 1986, for example prohibits employment of children in
certain employments. So also, several other acts such as Employment
Exchange (Compulsory Notification of Vacancies) Act, 1959, the Apprentice
Act 19961; the Factories Act, 1948 and the Mines Act 1952 have bearing on
recruitments.
SOURCES OF RECRUITMENT
The different sources of recruitment could be classified into two broad categories,
viz.,
i.
Internal sources and
ii.
External sources
INTERNAL SOURCES
The various internal sources are
a) Present employees
b) Employee referrals
c) Former Employees
d) Previous applicants
EXTERNAL SOURCES
The different external sources are
i.
Employment Exchanges
ii.
Advertisements
iii.
Employment Agencies
iv.
Professional Associations
v.
Campus Recruitment
vi.
Deputation
vii.
Word-of-Month
viii.
Raiding.
PRESENT EMPLOYEES
Promotions and transfers from among the present employees can be a good source
of recruitment. Promotion implies upgrading of an employee to a higher position carrying
higher status, pay and responsibilities.
FORMER EMPLOYEES
Former employees are another source of applicants for vacancies to be filled up in
the organization. Retired or retrenched employees may be interested to come back to the
company to work on a part-time basis. Some former employees who left the organization
for any reason, may again be interested to come back to work.
EMPLOYEE REFERRALS
The existing employees refer their family members, friends and relatives to the
company as potential candidates for the vacancies to be filled up most effective methods
of recruiting people in the organization because employees refer to those potential
candidates who meet the company requirement by their previous experience.
PREVIOUS APPLICANTS
Those who applied previously and whose applications though found good was not
selected for one reason or other may be considered at this point of time. Unsolicited
applications may also be considered.
Advantages of internal source are:
1. Familiarity with their own employees
2. Better use of the talent
3. Economical recruitment
4. Morale booster
5. Gives motivation.
DISADVANTAGES OF INTERNAL SOURCE
1. Limited choice
2. Discourages competition
3. Creates conflicts.
External sources
Employment Exchanges
After India's independence, National Employment Service was established to bring
employees and job seekers together. In response to it, the Compulsory Notification of
Vacancies Act of 1959 (commonly called Employment Exchange Act) was enacted which
became operative in 1960. Under S4 of the Act, it is obligatory for all industrial
establishments having 25 workers or more, to notify the nearest employment exchange of
vacancies in them, before they are filled. Employment exchanges are particularly useful in
recruiting blue-collar, white collar and technical workers.
EMPLOYMENT AGENCIES
In addition to the government agencies, there are a number of private employment
agencies who register candidates for employment and furnish a list of suitable candidates
from their data bank as and when sought by prospective employers. The main function of
these agencies is to invite applications and short list the suitable candidates for the
organization. Of course, the final decision on selection is taken by the representatives of
the organization. The representatives of the employment agencies may also sit on the
panel for final selection of the candidates.
ADVERTISEMENT
Advertisement is perhaps the most widely used method for generating many
applications. This is because its reach is very high. This method of recruitment can be used
for jobs like clerical, technical and managerial.
While preparing advertisement, lot of care has to be taken to make it clear and to
the point. It must ensure that some self-selection among applicants takes place and only
qualified applicants response to the advertisement. Advertisement copy should be prepared
very well to answer AIDA. That is, advertisement should arrest attention, gain interest,
arouse desire and result in action.
PROFESSIONAL ASSOCIATIONS
Very often recruitment for certain professional and technical positions is made
through professional associations. Institute of Engineers, Indian Medical Association, All
India Management Association etc., provide placement services for their members. For
this, the professional associations prepare either list of job seekers or publish or sponsor
journals or magazines containing advertisements for their members.
CAMPUS RECRUITMENT
This is another source of recruitment. This is gaining popularity in India. The
advantages are:
i.
Most of the eligible candidates are available at one place.
ii.
The interviews are arranged in a short notice.
iii.
The teaching faculty can also be consulted.
iv.
Gives opportunity to sell the organization to a large students body
who would be graduating subsequently.
DEPUTATION
Yet another source of recruitment is deputation ie., sending an employee to another
organization for a short duration of two or three years. This method of recruitment is in
vogue in Government Departments and public sector organizations. This method provides
ready expertise and the organization does not have to incur the initial cost of induction and
training.
WORD-OF-MOUTH
Some organizations in India practice `the word-of-mouth' method of recruitment.
In this method, the word is passed around the possible vacancies or openings in the
organization. Another form of word-of-mouth recruitment is "employee-pinching" ie., the
employees working in another organization are offered on attractive offer by the rival
organizations. This method is economic, both in terms of time and money.
RAIDING OR POACHING
Raiding or poaching is another method of recruitment whereby the rival firms by
offering better terms and conditions, try to attract qualified employees to join them. This
raiding is a common feature in the Indian organizations.
Merits of External Source
1. A process of selection
2. Availability of talented candidates.
3. Opportunity to select best candidates.
4. Provides healthy competition among job seekers.
DEMERITS
1. Expensive and time consuming
2. Unfamiliarity with the organization
3. Discourages the existing employees and they may feel belittled.
RECRUITMENT PROCESS
The recruitment process consists of the following:
a) Recruitment Planning
b) Strategy development
c) Searching
d) Screening
e) Evaluation and control
Planning involves to draft a comprehensive job specification for the vacant
positions outlining their major and minor responsibilities; the skills, experience and
qualifications needed ; grade and level of pay ; starting data ; whether temporary or
permanent; and mention of special conditions, if any, to the jobs to be filled.
The next step involved is to devise a suitable strategy for recruiting the candidates
in the organization. The strategic consideration would include the type of recruitment
method, the geographical area to be considered for the search, source of recruitment and
sequence of activities for recruitment.
Searching involves deciding internal or external sources. Sometimes both internal
and external may be decided.
Screening is the next step. Job specification is invaluable in this regard. Screening
is done on the basis of qualification, knowledge, skills, abilities, interest and experience
mentioned in job specification.
Evaluation and control in recruitment is needed as considerable cost is involved in
the process. This includes
a. Salary of the recruiters
b. Cost of time spent for preparing job analysis, advertisement etc.,
c. Administrative expenses
d. Cost of outsourcing or overtime while vacancies remain unfilled and
e. Cost incurred in recruiting unsuitable candidates.
EFFECTIVENESS OF RECRUITMENT PROGRAMME
Following are the pre-requisites.
A well defined recruitment policy.
A proper organizational structure.
A well-laid down procedure for locating potential job seekers.
A suitable method and technique for tapping these candidates.
Continuous assessment of effectiveness of recruitment programme.
Ethical practice in recruitment policy and procedure.
Selection
Selection starts where recruitment ends. Selection is hiring the best candidates
from the pool of applications. It refers to the process of offering jobs to one or more
applicants from the applications received through recruitment. Selection is the process of
picking the suitable candidates from the pool of job applications to fill various jobs in the
organization.
According to Yodder, selection is the process by which candidates for employment
are divided into class - those who will be offered employment and those who will not."
According to Stone, "Selection is the process of differentiating between applicants
in order to identify (and hire) those with a greater likelihood of success in a job."
Difference between Recruitment and selection are:
RECRUITMENT
SELECTION
1. Technically precedes selection
Selection follows recruitment
2. The process of identifying and encouraging Selection involves choosing the best out of
potential candidates to apply for jobs in the
those recruited
organization
3. Recruitment is positive as it aims at Selection on the other hand is negative in
increasing the number of
job seekers
its application, as it rejects a large number
(applications) for wider choice or increasing
of unqualified applicants in order to
the selection ratio.
identify those who are suitable for the jobs.
4. Recruitment involves searching
Selection involves comparing those already
searched.
Why scientific selection?
It is a fact, that the people working in the organization make all the difference.
Choosing the right person for the job is critical to the organization's success. Faulty
selection or choice can have a far-reaching impact on the organizational functioning and
performance. Wrong or inappropriate selection is a costly mistake to the organization. It
would demoralize the employees and also demotivate the rest of the work force. Though
perfect match between the employee and the jobs is not always possible, scientific
methods of selection for establishing better fit between the two are of immense
importance.
Selection process
Following are the steps involved in a standard selection process:
1. Preliminary Interview
2. Application Blank
3. Selection Tests
4. Selection Interview
5. Reference checks
6. Physical Examination
7. Final selection
Preliminary interview
After screening the applications, preliminary interview will be conducted. The
purpose of preliminary interview is to eliminate unsuitable or unqualified candidates from
the selection process. In screening unqualified candidates are eliminated on the basis of
information given in the application form, whereas preliminary interview rejects misfits
for reasons, which did not appear in the application forms.
Application Blanks
This is a method for getting information from a prospective candidate. This serves
as a personal record of the candidate bearing personal history profile, detailed personal
activities, skills and accomplishments. Almost all organizations require job seekers to fill
up the application. Usual contents are as follows:
i.
Biographical information ? Age, father's name, sex, nationality, height, marital
status.
ii.
Educational information - Name of the institutions where the candidate studied
? marks ? Divisions ? Distinctions.
iii.
Work Experience ? previous experience ? nature of job ? salary ? duration ?
reason for quitting.
iv.
Salary ? last salary drawn ? minimum salary acceptable.
v.
Extra-curricular information ? NSS ? NCC ? hobbies etc.
vi.
References ? Name and address.
Selection Tests
Individuals differ in many respects including job related abilities and skills. In
order to select a right person for the job, individual differences in abilities and skills to be
adequately and accurately measured for comparison.
According to Lee J. Groobach, "A test is a systematic procedure for comparing the
bheaviour of two or more persons."
Milton M. Blum defines test as "a sample of an aspect of individual's behaviour,
performance and attitude."
In simple words, test is a systematic procedure for sampling human behaviour.
Tests may be for psychological testing and for testing specific abilities and skills.
Psychological tests may be conducted for various purposes:
i.
Guiding and counseling
ii.
Career guidance
iii.
Research on human behaviour and personality
iv.
Employment selection for placement
v.
For appraising employees promotional potentials
vi.
For counseling to perform better in their jobs.
Types of tests
Broadly there are two types of tests viz., 1) Ability tests and 2) Personality tests.
Selection Tests
Ability Tests
Personality Tests
1. Apti tude tests
1. Interest tests
2. Achievement tests
2. Personality inventory
3. Intelligence tests
tests
4. Judgment tests
3. Projective tests
4. Attitude tests
Ability tests
Aptitude test
Aptitude tests measure ability and skills of the candidate. These tests measure and
indicate how well a person would be able to perform after training. Thus aptitude tests are
used to predict the future ability. There are two objectives of the aptitude tests. One to
advice youth or job seekers regarding the field where they are likely to succeed. This is
called `vocational guidance.' Second to select best persons for jobs where they may
succeed. This is called `vocational selection.' There are specific aptitude tests for
mechanical aptitude test, clerical aptitude test, management aptitude test etc.,
Achievement test
Achievement test measures the person's potential in a given area or job. In other
words, these tests measure what a person can do based on skill or knowledge already
acquired.
Intelligence test
Intelligence tests measure general ability for intellectual performance. The core
concept underlying the intelligence test is mental age. It is presumed that with physical
age, intelligence also grows. There may be exceptions to this rule. If a five year old child
does the test for six years or above, his or her mental age would be determined
accordingly. Mental age is generally indexed in terms of Intelligence Quotient (IQ) and
calculate using the following formula:
Mental ag
e
IQ =
1
00
Actual ag
e
It means that IQ is a ratio of mental age to actual age multiplied by 100.
IQ levels may vary because of culture and exposure. Intelligence testing in industry
is based on the assumption that if organization can get bright, alert employees quick at
learning, it can train them faster than those who are less endowed.
Judgment test
These tests are designed to know the ability to apply knowledge in solving a
problem.
Personality tests
Interest tests
These tests discover a person's area of interest and to find the kind of work that
would satisfy him. The most widely used interest test is Kuder Reference Record. It
consists of three forms. The first form measures vocational interest such as mechanical,
computational, artistic, literary, music and clerical interest. The second form measures
vocational interest such as group activities, avoiding conflicts etc. The third form of
interest measures preference to particular occupations such as accountants, salesman,
managerial position etc.
Personality tests
These tests are also known as `personality inventories.' These tests are designed to
measure the dimensions of personality ie., personality traits such as interpersonal
competence, dominance, submission, extroversions ? introversions, self-confidence,
ability to lead and ambition.
Projective tests
These tests are based on pictures or incomplete items. The candidate is asked to
narrate or project his own interpretation on these. The way in which the candidate
responds, reflects his or her own values, motives, attitude, apprehensions, personality etc.
These tests are called projective because they induce the candidate to put himself or
herself into the situation to project the test situation.
Attitude tests
These tests are designed to know the candidate's tendencies towards favouring or
otherwise to people, situations, actions and a host of such other things. Test of social
responsibility, authoritarianism, study of values, employees morale are the well-known
examples of attitude tests.
Advantages of testing
The merits of testing for selection are many.
i.
Such tests predict future performance of personnel and for transfer, promotion
etc.
ii.
It is a method of diagnoses of the situation and behaviour.
iii.
Cost effective - as test administered to a group saves time and cost.
iv.
Uncovers qualifications and talents, which cannot be detected from application
blanks and interviews.
v.
Tests serve as unbiased tools of selection process.
vi.
Tests being quantifiable, yield themselves to scientific and statistical analysis.
Developing test programme
The main steps are
a) Deciding the objectives ? The objectives of the test programme may be hiring,
promoting and counseling of people.
b) Analyzing jobs ? Jobs are duly analysed to identify as to which human traits
and skills are necessary for the job.
c) Choosing tests to measure characteristics ? reliability, validity, ease of
administration, cost involved are important criteria in the choice.
d) Administration of tests.
e) Test results and evaluation.
Selection Interview
The next step in the selection process is `employment interview.' Interview is the
widely used selection method. It is a face-to-face interaction between interviewer and the
interviewee. If handled properly, it can be a powerful technique in having accurate
information of the interview otherwise not available.
Objectives of Interview
1. Verifies the information obtained through application form and tests.
2. Helps to obtain additional information from the applicant otherwise not
available.
3. Gives the candidate necessary facts and information about the job and the
organization.
4. Helps to establish mutual understanding between the company and the
candidate and build the company's image.
Types of interview
Four types of interview for selection have been identified. They are:
1. Preliminary interview
This process would be initiated to screen the applicants to decide whether further
detailed interview will be required. The candidate is given freedom by giving job details
during the interview to decide whether the job will suit him. This method saves time and
money for the company.
2. Patterned interview
In this type of interview, the pattern of the interview is decided in advance. What
kind of information is to be sought or given, how the interview is to be conducted and how
much time is to be allotted, all these are worked in advance. In case the interviewer drifts
he or she is swiftly guided back to structural questions. Such interviews are also called as
standardized interviews.
3. Depth interview
Under this method, the interview tries to portray the interview in depth and detail.
Accordingly the life history of the applicant along with his or her work experience,
academic qualifications, health, attitude, interest and hobbies are all analysed.
4. Stress interview
Such interviews are conducted for the jobs which are to be performed under
stressful conditions. The objective of stress interview is to make deliberate attempts to
create stressful or strained conditions for the interview to observe how the applicant
behaves under stressful conditions. The common methods used to induce stress include
frequency interruptions, keeping silent for an extended period of time, asking too many
questions at a time, making derogatory remarks about the candidate, accusing him that he
is lying and so on. The purpose is to observe how the candidate behaves under the
successful conditions ? whether he looses his temper, gets confused or frightened.
How to make successful interview?
1. The interview should have a definite time schedule. This should be let known
both to the interviewer and interviewee.
2. Interview should be conducted by the competent, trained and experienced
interviewers.
3. The interviewers should be supplied with specific set of guidelines for
conducting interview.
4. A resume for all the candidates to be interviewed should be prepared and the
same be made available to the interviewers before the interview starts.
5. The interview should not end abruptly but it should come to close tactfully
providing satisfaction to the interviewer.
6. The interviewers should show their sensitivity to the interviewees sentiments
and also sympathetic towards him or her.
7. The interviewers should also evince emotional maturity and a stable
personality during the interview session.
Reference checks
In the selection process, the next step is verifying information or obtaining
additional information through reference. The applicant is asked to give the names of one
or two referees who know him personally. Previous employers, University Professors,
neighbours and friends are usually referees. However, references are treated as a mere
formality and are hardly used to influence the selection decisions.
Physical examination
The last tool used in the selection process is physical examination. The main
purpose of conducting physical or medical examination is to have proper matching of job
requirement with the physical ability of the candidate. Among various objectives of
physical test, the major ones are, to detect if the individual is carrying any infectious
diseases, to identify health defects of an individual undertaking certain works determined
to his or her health and to protect companies from employees filing compensation claim
for injuries and accidents caused by pre-existing ailments.
Final selection
Final selection follows the above procedures outlined. Selected candidates would
be sent with appointment orders. Additional names than required vacancies may be kept in
the waiting list.
Placement
Placement involves assigning a specific job to each one of the selected candidates.
However, placement is not simple as it looks. It involves striking a fit between the
requirements of a job and the qualifications of a candidate. Pigors and Myers has defined
placement as, "the determination of the job to which an accepted candidate is to be
assigned, and his assignment to that job. It is a matching of what the supervisor has reason
to think he can do with the job demands and what he offers in the form of pay rolls,
companionship" with others, promotional possibilities etc. The importance of placement is
that it reduces employees turnover, absenteeism, accidents and dissatisfactions.
Induction
Induction is introducing the new employee to work surrounding and people already
working there. In other words, induction is the process of receiving and welcoming an
employee when he first joins a company, and giving him basic information he needs to
settle down quickly and happily and start work. According to R.P. Billimoria, "induction
is a technique by which a new employee is rehabilitated into the changed surroundings and
introduced to the practices, policies and purposes of the organizations."
Objectives of induction
1. To reduce the initial anxiety which all new entrants feel, when they join a new
job in a new organization.
2. To familiarize the new employees with the job, people, work-place, work
environment and the organization.
3. To facilitate outsider ? insider transition in an integrated manner.
4. To reduce the cultural shock faced in the new organization and
5. To reduce exploitation by the unscrupulous co-workers.
Format induction
Formal induction is a planned programme carried out to integrate the new entrant
into the organization.
Following are the contents in a formal induction programme:
1. Brief history of the organization.
2. Organizational mission, vision, objectives and philosophies.
3. Policies and procedures of the organization.
4. Rules and regulations of the organization.
5. Organization structure and authority relationship.
6. Terms and conditions of the job including remuneration, working hours,
holidays, promotional avenues etc.
7. Welfare measures like subsidized canteen, transport and recreation facilities.
8. Safety measures.
Information induction
In this system, the immediate job supervisor conducts the induction programme for
the new entrant. He briefs the new corner about the job, the department, routine and
introduces to the colleagues, and various sections.
Making induction programme successful
First impression is the best impression. The new employee should feel happy and
proud about his company. This will create a lasting association and commitment.
Effective induction needs.
1. Good reception when receiving the new employee.
2. Finding the needs and doubts of new employee.
3. Proper and good presentation about the company and work culture.
4. Induction training by the right instructor.
5. Proper evaluation and follow-up measures.
Self Assessment Questions (SAQs)
1. What is recruitment?
2. What is the difference between selection and recruitment?
3. Explain different selection tests.
4. State the importance of induction.
Summary
Recruitment, selection, placement, induction, training and development are all the
core functions of HRD. Recruitment is the process of locating, identifying and attracting
capable applicants. Both internal and external factors influence recruitment. Internal
factors are size of the organization, policy of the organization, usage of the jobs. External
factors are demographic factors labour market, unemployment situation and labour laws.
In recruitment both internal and external sources can be made use of. Selection
starts where recruitment ends. Selection is the process of differentiating between
applicants in order to identify those with a greater likelihood of success in a job. The
various selection process are i) Preliminary interview, ii) Application blank, iii) Selection
tests, iv) Selection interview, v) Reference checks,, vi) Physical examination and vii) Final
selection.
The different selection tests are ability tests and personality tests. After the tests,
interviews will be conducted. Reference checks physical examination and final selection
follows.
The selected candidates are placed in suitable positions. Placement involves
assigning a specific job to each of the selected candidates. Then they are inducted.
Induction is introducing the new employee to work surrounding and people already
working there. There is formal induction and informal induction.
Answer Key
1. According to Dale Yoder, "Recruitment is a process to discover the source of
manpower to meet the requirements of staffing schedule and to employ effective
measures for attracting that manpower in adequate numbers to facilitate effective
selection of an efficient working force."
2. Note the differences tabulated in the text of this lesson.
3. Ability tests and personality tests. The different ability tests are i) Aptitudes
tests, ii) Achievement tests, iii) Intelligence tests, iv) Judgement tests. The
personality tests are a) Interest tests b) personality inventory tests c)
Projective tests and d) Attitude tests.
4. Induction is the process of receiving and welcoming an employee when he first
joins a company, and giving him basic information he needs to settle down quickly
and happily and start work. There can be formal induction and informal induction.
LESSON 9
PERFORMANCE AND POTENTIAL APPRAISAL
LESSON OUTLINE
Objectives of performance
Methods of performance appraisal
Modern methods of appraisal
Potential appraisal
LEARNING OBJECTIVES
After reading this lesson you should be able to
Appreciate the need for performance appraisal
Understand the steps involved in performance
appraisal methods
Know the intricacies of potential appraisal
Introduction
Appraisal is the evaluation of worker, quality or merit. In the organizational
context, performance appraisal is a systematic evaluation of personnel by superiors or
others familiar with their performance. Performance appraisal is also described as merit
rating in which one individual is marked as better or worse in comparison to others. The
basic purpose of merit rating is to ascertain an employee's eligibility for promotion.
However performance appraisal would be used to decide training and development, salary
increase, transfer and discharge also C. Heyel defines, "performance appraisal is the
process of evaluating the performance and qualifications of the employee in terms of the
requirements of the job for which he is employed, for the purposes of administration
including placement, selection for promotion, providing financial rewards and other
actions which require differential treatment among the members of a group as
distinguished from actions affecting all members equally". Beach has defined,
"performance appraisal is the systematic evaluation of the individual with regard to his or
her performance on the job and his potential for development.
Performance appraisal is a systematic and objective way of judging the relative
worth or ability of an employee in performing his job. It emphasizes on two aspects;
systematic and objective. All performances are to be evaluated in the same manner,
utilizing the same approaches. This would facilitate appraisal of different persons
comparable. This makes it systematic, as such an appraisal is taken periodically according
to plan; it is not left to chance. This makes the system objective. Both those who rate and
who are rated knows the system of performance appraisal and its training. Human bias
and prejudices are set aside, and so objective in this respect also.
Objectives
The objectives of performance appraisal are as follows:
1. Salary increase:
Performance appraisal plays a role in making decision about salary increase.
Normally salary increase of an employee depends on how he is performing his job. The
hike in salary to different employees may be according to their efficiency and ranking.
2. Promotion
Performance appraisal plays a role in making decision about promotion. Normally
internal promotion of an employee depends on how he is performing his job. There is
continuous evaluation of his performance either formally or informally. Most of the
organizations often use a combination of merit and seniority for promotion. Performance
appraisal precedes promotion decision.
3. Training and Development
Performance appraisal tries to identify the strengths and weaknesses of an
employee on his present job. This information can be used for devising training and
developing programmes appropriate for overcoming weakness of the employees. In fact,
many organisations use performance appraisal as means for identifying training needs of
employees.
4. Feedback
Performance appraisal provides feedback to employees about their performance. It
tells them where they stand. A person works better when he knows how he is working,
how his efforts are contributing to the achievement of organsiational objectives. Besides,
if they know their weakness, they will try to overcome them.
5. Pressure on employees
Performance appraisals puts a sort of pressure on employees for better
performance. If the employees are conscious that they are being appraised in respect of
certain factors and their future largely depends on such appraisal, they tend to have
positive and acceptable behaviour in this respect. Thus, appraisal can wok automatically
as a control device.
Performance Appraisal Process
Performance appraisal can be undertaken either on informal basis or on formal and
systematic basis. In comparatively smaller organizations appraisal either based on traits or
performance or a combination of both, is done informally through the observation of
concerned employees. In larger organization, appraisals are more systematic as evaluation
reveals lot of useful information.
Following is the systematic performance appraisal
Defining
Defining
Designing
Implementing
objectives of
appraisal
appraisal
appraisal
appraisal
norms
programme
programme
Appraisal
Post
Feedback
appraisal
actions
Defining objectives
The first step in the systematic appraisal system is to define the objectives of the
appraisal itself. Appraisal is used for different purposes from motivating the appraise to
controlling their behaviour. In each case, the emphasis on different aspects of appraisal
differs. For example, reward providing appraisal, such as salary revision or promotion
differs from appraisal for training and development.
Defining appraisal norms
Appraisal is done in the context of certain norms or standards. These may be in the
form of various traits of the apprises or their expected work performance results. Since
one of the basic long-term objectives is to improve performance, appraisal is more
performance oriented. Hence performance norms are to be specified in the beginnings of
the period for which appraisal is concerned.
Designing appraisal programme
In the design for appraisal programme, types of personnel to act as appraisers,
appraisal methodology and types of appraisal are all to be decided. Ideally speaking all
personnel of the organization should be covered by the appraisal system. But generally
various organizations keep lower level employees out of the purview of formal appraisal.
Generally, the superior concerned appraises his subordinates. However, the present trend
in appraisal suggests the concept of 360 degree appraisal, which involves appraisal by the
apprises himself known as self appraisal. The next issue is the methodology to be used in
appraisal system. Should it be through structured forms and questionnaire or personal
interview of the appraises or a combination of both is to be decided. Along with this the
time period and tuning of the appraisal should be decided.
Implementation
In implementing appraisal programme, the appraisal is conducted by the appraisers
and they may also conduct interview if it is provided in the appraisal system. The results
of the appraisal are communicated to HR department for follow up actions which should
be oriented towards the objectives of the appraisal.
Appraisal feedback
Appraisal feedback is the most crucial stage in appraisal process. If they are rated
high or performance highly applauded, naturally they are happy and feel their self ?
esteem is high. On the other if they are rated low they resent, cry and may even be ill-
tempered. But the fact is fact. Even in such cases, their plus points should be listed out.
Their weaknesses may be put clearly through counselors and advised.
Post ? Appraisal action
Rewards, promotions, training and patting on the back follows in the post ?
appraisal action
Methods of performance appraisal
Time ? honoured methods
For a long time, the following methods were used:
a) Ranking method
b) Paired comparison
c) Grading
d) Forced distribution method
e) Forced choice method
f) Checklist method
g) Critical incidents methods
h) Graphic scale method
i) Essay method
j) Field Review Method
In recent times the additional methods used are
i.
Appraisal by results or objectives
ii.
Behaviourally anchord rating scales (BARS)
iii.
Assessment centres
iv.
360-degree appraisal
Ranking Method
Ranking is the oldest and simple method of appraisal in which a person is ranked
against others on the basis of certain traits or characteristics. This is very simple method
when the number of persons to be ranked is small because ranking has to be given on the
basis of traits which are not easily determinable, unlike marks in an examination. The
method has limited value for performance appraisal as the difference in ranks do not
indicate absolute or equal differences of ability between individuals.
Paired comparison
Paired comparison method is a slight variation of ranking system. This method is
adopted for use in the large groups. In this method, each person is compared with other
persons taking only one at a time. Usually only trait, overall suitability to perform the job,
is considered. The rater puts a tick mark against the person whom he considered the better
of the two, and final ranking is determined by the number of times that person is judged
better than others.
Grading
This is a method where certain categories of abilities of performance are defined
well in advance. Persons are put in particular category depending on their traits and
characteristics. The categories may be outstanding, good, average, poor, very poor or may
be in terms of letter like A,B,C,D etc., with A indicating the best and D indicating the
worst.
The actual performance of the employees is measured against these grades. This
method is generally useful for promotion based on performance.
Forced Distribution Method
As there is a tendency to rank high many of the employees, forced distribution
method has been adopted. In this method, the appraiser is forced to appraise the appraisers
according to the pattern of a normal curve. The basic assumption in this method is that the
employee's performance. Conforms to a normal statistical distribution. For example 10
percent of employees may be rated as excellent, 20 per cent as above average, 40 per cent
as average 20 per cent below average and 10 per cent as poor. The basic advantage of this
method is that it overcomes the problem of adopting a central tendency of rating most of
the employees to a point, particularly high or near high to appeaser them.
Forced ? Choice Method
The forced ? choice rating method contains a series of group statements and the
rater checks how effectively the statement describes each individual under evaluation.
Though both of them describe the characteristics of an employee, the rater is forced to tick
only one which appears to be more descriptive of the employee. Out of these two
statements, only one statement is considered for final analysis of rating. For example, a
rater may be given the following two statements.
i.
The employee is hard working
ii.
The employee gives clear instructions to his subordinates.
Both these statements are positive but the rater is asked to rate only one which is
more descriptive of his subordinate's behaviour. This is done to avoid subjectivity in
rating. Out of the above two statements, only one statement is to be considered for final
ranking. The final rating is done on the basis of all sets of statements. This method is
more objective but it involves lot of problems is constructing such sets of statements.
Check ? List Method
Under this method HR department prepares series of questions. Each question has
alternative answers `Yes' or `No'. The rater concerned has to tick appropriate answers
relevant to the appraises.
Some of the same questions are:
Is he / she interested in the job
Yes/No
Is he / she regular on the job
Yes / No
Does he / she show uniform behaviour to all
Yes /No
Is he / she willing to help other employers
Yes / No
Does he / she maintain discipline
Yes / No
Fifty to hundred questions including many bearing efficiency and concentration
may be asked. Different questions may have different weightage of scores. After filling
the questionnaire by the rater who observes the employees will be sent to HR department,
which will compute total score and evaluate.
Critical Incidence Method
In this method, only critical incidents and behaviour associated with these
incidents are taken for evaluation. This method involves three steps. A test of noteworthy
on the job behaviour (good or bad) is prepared. A group of experts then assigns scale
values depending on the degree of desirability for the job. Finally, a check list of incidents
which define good and bad employees is prepared. The rater is given this checklist for
rating. The basic idea behind this rating is to appraise the people who can do well in
critical situations because in normal situation most employees work alike. This method is
useful to find potential employees who can be useful in critical situation.
Graphic Scale Method
Graphic scale is also known as linear rating scale. This is most commonly used
method of performance appraisal. In this method, a printed appraisal form is used for each
appraises. The form contains various employee characteristics and his job performance.
Various characteristics are, leadership, dependability, cooperativeness, enthusiasm,
creativity, analytical ability, decisiveness, emotional maturity etc., depending on the level
of the employee. Job performance includes quantity and quality of work performance,
specific targets achieved, regularity of attendance etc. The degree of quality may be
measured on three point or five point scale. On five point scale, `excellent, very good,
average, poor or very poor' may be grading.
Essay Method
Instead of using structured forms for performance appraisal, some companies use
free essay method. In essay method rater assesses the employees on certain parameters in
his own word. Such parameters may be
1. Work performance in terms of quality, quantity and costs.
2. Knowledge about the job
3. Knowledge about organizational policies, procedures and rules,
4. Employee's characteristics and behaviour
5. Employee's strength and weakness
6. Overall suitability of the employee;
7. Employee's potentiality
8. Training and development needs of the employee
The essay method is useful in providing fruitful information about an employee on
the basis of which he can be appraised. The difficulty in free essay method is each rater
may use his own style and perception, which may give rise to difficulty in analysis.
Field Review Method
In the field review method, an employee is not appraised by his direct superior but
by another person, usually from HR department. The reason is that such a person may
take more objective view in appraisal as he is not under pressure as the superior of the
employee may be. The rater, in this case, appraises the employee based on his records of
output and other quantitative information such as absenteeism, late coming etc. the rater
also conducts interviews of the employees and his superior to ascertain qualitative aspects
of job performance. This method is more suitable for promotion purpose.
Appraisal by Results or Objectives
Appraisal by results draws its root from management by objective (MBO). The
various steps involved in appraisal by results are as follows.
1. Appraisal by result is a joint process between superior and his subordinates.
2. The subordinate prepares his plan for specific period usually for one year in the
light of the overall plan provided by his superior. The final plan is prepared
through mutual consultation.
3. Through mutual consultation, both of them decide the evaluation criteria, that
is what factor will be taken for evaluation of subordinate's performance.
4. At the end of specific period, normally one year, the superior makes a
performance evaluation of subordinate on the basis of mutually agreed criteria.
5. Superior discusses the results of his evaluation with the subordinate, corrective
actions, if necessary and mutually agreed targets for the next period would be
fixed.
Evaluation of appraisal by results springs from forces that have generated a
popular philosophy of management, known as `management by objectives' or
`management by results'. MBO is not merely a technique of managing but it reflects
about the entire philosophy of management. Appraisal by results under MBO is more
conducive than appraisal based on traits.
BARS
Behaviorally anchored rating scales (BARS) approach gets away from measuring
subjective personal traits and instead measures observable, critical behaviors that are
related to specific job dimensions. The various steps under BARS are.
i. Identification of Performance Measures
The first step is the identification of performance measures, that is, the outcome of
an effective job performance. These measures could be identified by knowledgeable
relevant people who may be usually superiors, jobholders and HR personnel or a
combination of all of them. They are asked to identify the important dimensions of the
job.
ii. Identification of Critical behaviours
Critical behaviours are those which are essential for the performance of the job
effectively. These behaviours are generated from different dimensional of the job and are
related to various critical incidents of the job. These may be stated in a few short
sentences or phrases using the terminology of the job in question.
iii. Retranslation of Critical Behaviours
Various critical behaviours as identified in step ii. are retranslated, usually by a
different group of personnel. In the retranslation process, various critical incidents are
classified into clusters with each cluster having similar critical incidents. Those
behaviours which are approved by majority of personnel are kept for further development
and others discarded. The basic idea of this step is to keep the number of behaviours to a
manageable limit and which are more descriptive of the job. The translation process
assures the reliability of the critical behaviours consistent with the job dimensions.
iv. Scaling of Critical Behaviours
Those critical behaviours which are included for the performance apprise during
the process of retranslation are given scales usually in numbers with their description. The
scales may range from 1 to 7 or from 1 to 9, with each point of a scale demonstrating
perceived level of performance. The scale value will be determined on the basis of
estimates provided by various persons in the retranslation process.
v. Development of the BARS instrument
The result of arranging various scales for different dimensions of the job (Known
as behaviour anchors) produces a vertical scale for each dimension. Then scale is used for
performance appraisal.
Merits of BARS method
1. Employees' behaviours and not their unobservable traits, are measured
which gives better description of employees.
2. BARS approach is aimed at specific dimensions of job performance
3. The people who are actually involved with the job, participate in
determining the job dimensions.
4. As the evaluation is done in terms of specific behaviours, the rater can
give objective feedback on how the person performed and on what
specific behaviour the concerned person should improve.
Assessment Centers
The concept of assessment centers was started in Germany in 1930s by the War
office selection Board for military situation. The object being to test candidates in a social
situation, using number of assessors and a variety of procedures. Gradually this concept
crept in to industries and companies. An assessment centre is a central location where
mangers come together and participate in a number of simulated exercises, on the basis of
raters. The task Force on Development of Assessment centre standards, has recommended
the following requirements.
a)
Multiple assessment techniques should be used. One of these techniques
should be simulation.
b)
Multiple trained assessors should be used.
c)
Judgement should be based on pooled information from all assessors.
d)
Evaluation should be made at a time different from the observation of
behaviour.
e)
Simulation exercise should be tested for their reliability, validity and
objectivity.
f)
The dimensions, attributes, characteristics or qualities evaluated by the
programme shall be determined by an analysis of relevant job behaviour.
Objectives
The objectives of Assessment Centers are:
a)
For measuring potential for first level supervision, upper management
positions and also higher level management positions.
b)
For determining the training and development needs of employees
c)
For selecting recent college students for entry level positions
d)
For making early determination of potential and
e)
For assisting in implementing affirmative action goals.
Inspite of time consuming costly affair, assessment centre has the following merits:
a)
The assessment is based on the direct observation of a relatively large
sample of the assesses' behaviors.
b)
The assesses' behaviours are observed in simulated situations which are close
to the actual workplace and
c)
Since assessment is based on composite, pooled judgements of several raters,
personal biases, false inference are minimized.
360 Degree appraisal
Yet another method which could be used to appraise the performance of an
employee is to use 360 degree appraisal. To start with, this method was used in 1992 by
the General Electric Company, USA. Now in India Wipro Corporation, Infosys
Technologies, Thermax, Thomas Cook etc. are adopting.
In 360 ?degree appraisal, appraisal of an employee is done by his superior, his
peers, his subordinates clients and outsiders with whom he interacts in the course of his
job performance. In this appraisal, besides appraising the performance of the assesses, his
other attributes such as talents, behaviour, values, and technical considerations are also
subjected to appraisal.
The role of HR department in 360 ? degree appraisal is that of facilitator. The
department consolidates the appraisal inputs, identifies the point of consensus, and
provides feedback to the appraised so as to overcome weaknesses as pointed out in the
appraisal.
Potential Appraisal
Performance appraisal has two objectives:
i.
Evaluation of an employee in his present role. Making him to do his present
job in better ways.
ii.
His suitability for higher order job, promotion and higher responsibility for
which his potential appraisal.
Steps in potential appraisal
1. Determination of role dimension for which an employee's potential is to be
appraised. The role dimensions can be identified by job description and
specification which provide information about the responsibilities involved in a job
and attributes required.
2. The mechanism for appraising these attributes in an employee should be
determined.
3. Potential appraisal based on the scoring of attributes.
4. Potential appraisal to be linked to other human resource management elements
such as providing feedback, counseling, training, development and job rotation.
Self Assessment Question (SAQs)
1. What are the objective of performance appraisal?
2. State the various method of performance appraisal.
3. What are assessment centres?
4. What is potential appraisal?
Summary
Performance appraisal is a systematic evaluation of personnel by superiors or
others familiar with their performance. The objectives of performance appraisal is many
and varied. It may be for salary increase, promotion or to give feed back to employees. A
systematic performance appraisal consists of the following:
i.
Defining objectives of appraisal.
ii.
Defining appraisal norms.
iii.
Designing appraisal programme.
iv.
Implementing appraisal programme.
v.
Feedback
and
vi.
Post appraisal actions.
There are several methods of performance appraisal. Some are traditional and a
few are modern and scientific. Under M.B.O, evaluation is done both by the superior and
the concerned employees.
Potential appraisal is needed to fill up future vacancies and to evaluate how many
of the employees have necessary skills and traits to occupy higher position and
responsibilities. Incidentally it will give feedback to employees to improve themselves for
future requirements.
Answer Key
1.
Objectives ? for effecting salary increase based on skill, to decide promotion,
to chart out training and development programmes, to render feedback to
employees to let know where they stand and to motivate the employees.
2.
Explain the traditional methods and the methods is recent years. More accent
on i. appraisal by results, ii. BARS, and iii. 360 degree appraisal.
3.
An assessment centre is a central location where managers come together and
participate in a number of simulated exercises on the basis of which they are
evaluated by a panel of raters.
4.
Potential appraisal is for assessing the potentialities of existing employees for
higher positions and responsibilities. The feedback provided to employees
could help them to improve upon and shape for future positions.
Lesson 10
HRM ISSUES ? GLOBAL SCENARIO
Lesson Outline
Speciality of Virtual organization
B.P.O.
MNCs and HRD practices
Challenges and opportunities
Learning Objectives
After reading this lesson you should
be able to
Understand the nature of HR requirements
for virtual organization
Comprehend the imminense of BPO
Appreciate the significant features of MNC
and HR practices
Introduction
Business, trade and industries have become global in character. The place and
spread of MNCs are felt in every part of the world. India and China are rated high as fast
developing global business powers. HRM issues and practices are assuming universal
character with a need for adaptation.
VIRTUAL ORGANIZATION
The emerging HR trend in virtual organizations is both a challenge and opportunity
to HR experts. The ready availability of information networks, e-mails and portable
telephones is seen as accelerating the "Virtuality' of work. A virtual organization is a
networ of corporations made possible by Information and Communication Technology
(ICT), which is flexible and comes to meet the dynamics of the market. In this way the
virtual organization gains benefit with regard to the traditional hierarchical systems. This
form of organization is also called as network organization or digital organization.
The virtual organization is a social network in which all the horizontal and vertical
boundaries are removed. It consists of individuals working out of physically dispersed
workspaces, or even individuals working from mobile devices and not tied to any
particular workspace.
The ICT coordinates the activities, combines the worker's skills and resources in
order to achieve a common goal. There is a creation of network relationship that allows for
contracting, manufacturing, distribution, marketing or any other business function. In a
virtual organization, a small group of executives oversee directly any activities that are
done in-house and coordinate relationships with other organizations.
CHARACTERISTICS
Characteristics of virtual organization are
Power flexibility
Informal communication
Flat organization
Multidisciplinary teams
Goal orientation
Dynamics
Homework
Customer orientation
Sharing of information
Vague organizational boundaries.
The driving force in a virtual organization is basically the virtual team. Every
organization requires a team to carry over the activities in an orderly fashion, and such a
team also exists in a virtual organization. In a virtual team, members' primary interaction
is through some combination of electronic communication system to tie up with dispersed
members who never or rarely come face to face. Here people communicate online using
links like WAN, videoconferencing and e-mail.
The concept of virtual teams has gained considerable attention in recent years.
Within global organizations, the virtual team involves collaboration and teamwork
between a involves between a temporarily separated workforce. Such collaboration may
also extend beyond the organizational boundary, linking partners in joint ventures and
contractors who are in various locations. Virtual team working is potentially necessary for
global organizations. It requires trust relationship. Personalized trust relationships are
essential for continuous virtual team working. Such personalized trust relationships are
normally established through face-to-face interaction and socialization.
The differences of virtual teams from face-to-face teams are
a. Absence of paraverbal and non-verbal cues.
b. Limited social context.
c. Ability to overcome time and space constraints.
EMERGING HR ISSUES IN VIRTUAL ORGANIZATION
The HR issues such a recruitment and socialization process are forms of
managerial control. These inputs control and regulate the antecedent conditions of
performance, ensuring that the employee's skills knowledge, attitudes values and interest
match those of employing organization.
In a virtual organization there are loose organizations of highly proficient people
who are left to "do their own thing" in order to produce world beating products or
services. The shift towards virtual organization is associated with a fundamental
realignment and reordering of jobs. Knowledge-based jobs are assumed to require greater
skills, have greater variety and offer more potential for a high quality of work life (QWL).
The positive side in virtual job is greater job autonomy and more financial
stability, free transport, free lunch and clothing. The negative side is increased working
hours, work-related stress and changed social relationship. Highly skilled workers are
needed. Jobs are variable and short term. People should be multi-skilled.
HR ISSUES
1. Recruitment is conducted under time pressure and requires high
performance.
2. Human capital (Knowing one's job) and social capital (Knowing each
other) becomes extricably linked.
3. The formation of some stability in social relationship is not very much
required.
4. Work place is variable.
5. Idleness is shown in terms of learning by watching what others do. Master-
apprentice relationship and craft-based learning techniques become
important.
6. Job status and project feedback is very short. Hence virtual organization
requires a heavy investment to create systems and staffing structures.
PERFORMANCE MANAGEMENT
1. Performance should be defined. Each member or team must have a clear
idea of what he is supposed to do.
2. Managers have to eliminate any obstacle that comes in the way of
successful functioning of the organization. To do this they have to provide
adequate resources and also carefully select his employees.
3. Motivation is an essential ingredient in improving the performance of any
worker. Performance can also be increased by providing rewards.
SELECTION PROCESS
Selection is an important factor that relates to discovering the applicant's potential
for the desired responsibility. The requirements for working in a virtual organization area
Familiarity and comfortability with the job.
Self-motivation.
An effective communication both orally and in writing.
Adaptability.
Knowledge about organizational procedures.
Technical self-sufficiency.
Result ? orientation.
BPO
Business process outstanding has gained momentum starting from IT sector and
software. In other business also outsourcing whereby part or major work to be entrusted to
different companies, even in different countries. Sometimes hiring service work outside
place is cheap and leads to reduction in labour cost. Call centers have developed as a part
of outsourcing.
HR aspects in outsourcing
1. Selection of skilled person
2. Sociability
3. Communication skill
4. Adaptability
5. Culture adjustment
6. Motivation
Technology has become the hallmark of the modern organizations. As such
modern organizations have become the technology driven organizations. The explosive
growth of information technology linked to the internet has ushered in many changes
throughout the organization. One of the major changes led by IT is that it has hastened,
what experts call "fall of hierarchy." Managers depend less and less on yesterday's "stick-
to-the-chain of command approach" to their organizing function. This is so because earlier
it used to be, if one wanted information, one had to go up, over and down through the
organization. Now one just tap would do. This is meant by the broke down of hierarchy.
MNCS
Globalization has given genesis to the Multinational Corporations (MNCs). The
MNCs are characterized by their cultural diversities, intensified competition, variations in
business practices. The bottomline is that the growing integration of the world economy
into a single, huge market place is increasing the intensity of competition in a wide range
of manufacturing and service industries. Given these conditions, from tapping the global
labour force to formulating selection, training and compensation policies for expatriate
employees are major challenges for HRM in the organizations or international
organizations separately.
Organizational restructuring is used to make the organization competitive. From
this point of view, mergers and acquisitions of firms have become common forms of
restructuring to ensure organizational competitiveness. The mega mergers in the banking,
telecommunications and petroleum companies have been visible in our country. Down
sizing is yet another form of restructuring. As a part of the organizational changes, many
organizations have "right sized" themselves by various ways like eliminating layers of
managers, closing facilities, merging with other organizations, or outplacing workers.
There is also a practice to flatten organizations by removing several layers of management
and to improve productivity, quality and service while also reducing costs. Whatever be
the form of restructuring, jobs are redesigned and people affected. One of the challenges
that HRM faces with organizational restructuring is dealing with human consequences of
change.
HRM activities are widening. Particularly the world scenario of globalization along
with modern technological explosion and fastness of information technology have made
lot of change both in selection and needed skill of personnel.
HRM has to give coaching. Coaching need not be construed as training. Coaching
is needed to employees to deal with and to adjust the culture and requirements of people of
different countries. Mentoring is standing a model organization should develop leadership
qualities, tolerance and adjustment to cross-country cultures.
Self Assessment Questions (SAQs)
2. What are the features of virtual organization?
3. State HR issues of virtual organizations.
4. Outline the problems of HR with reference to MNCs.
SUMMARY
The emerging HR trend in virtual organizations is both a challenge and opportunity
to HR experts. The virtual organization is a social network in which all the horizontal and
vertical boundaries are removed. The information and communication technology,
coordinates the activities, combines the workers skills and resource in order to achieve a
common goal.
The characteristics of virtual organization are power flexibility information
communication, flat organization, multidisciplinary team work where organizational
boundaries are vague.
Number of HR issues are involved in virtual organization. Recruitment of highly
skilled people, fast recruitment and sociability are some of the issues.
Selection of personnel for virtual organization, BPOs require special talent search.
MNCs have added a new dimension to HR functions.
Answer key
1. Features
The virtual organization is a social network in which all the horizontal and vertical
boundaries are removed. It consists of individuals working out of physically dispersed
workspaces, or individuals working from mobile devices and not tied to any workspace.
Virtual teams differ from face to face teams. They are
i.
Absence of paraverbal and non-verbal cues.
ii.
Limited social context.
iii.
Ability to overcome time and space constraints.
2. HR issues ? Recruitment, placement, power dispersal, compensation fixation etc.,
3. MNCs ?
Characteristics ? special skill ? adjustments ? sociability ? language
and cultural adjustment ? communication skills.
UNIT ? III
PERSONNEL DEVELOPMENT AND RETIREMENT
3.1
Lesson Outline and Topics to be focused:
1. The concept of and approaches to training and development
2. Types, contexts, methods and outcomes of training and development of employees
3. Design of training and development programs
4. Need for and outcomes of impartial evaluation of training programs
5. Five major levels of assessment of the effectiveness of training programs
6. Methods used for securing information and opinions necessary for the scientific
evaluation of training
7. The concept of Career, Career Progression and Development and its implications
to employees
8. Career Planning and Implementation Process
9. Career Anchors that shape employees' work lives
10. Career Stages, Career Plateau and Mid-career crises
11. Promotions and Transfers as Internal Mobility as administrative actions and
motivators-developers.
12. The concept of Power and the Process of Personnel Empowerment
13. Delegation of Authority and Responsibility to facilitate Personnel Development
14. Retirement on superannuation, Premature retirements, Resignations and other
separation Processes.
15. The interdependence and inter-linkages of the human resource processes of an
organization.
16. Concise and comprehensive description of key words and phrases being used in
the context of Personnel development
3.2 LEARNING OBJECTIVES
a. Understanding the conceptual differences between training and development
b. To Compare and contrast different types and methods of training
c. To become aware of the numerous issues involved while designing a training
program
d. To identify the various levels of measuring training effectiveness
e. To know the methods used for evaluation of training
f. To describe the various stages of Career Planning and Development
g. To differentiate forms of internal mobility of employees like Promotion,
Demotion, Job Rotation and Transfer
h. To understand the concept of Empowerment
i. To appreciate the need for effective delegation
j. To analyze retirement, Lay-off, Retrenchment, Resignation as processes of
separation
3.3 INTRODUCTION TO PERSONNEL DEVELOPMENT
Personnel Development could be described as the sum total of the results of the positive
changes taking place in the knowledge, skills, attitudes, relationships and physical well
being of the employees of an organization. It involves a process of helping employees of
an organization in the acquisition of new qualities and refinement of existing
characteristics that might be required in their present functions or towards performing
roles expected in the future. Employee development is expected to bring out a sound
concept or vision in the employee, appropriate competence levels to translate the vision
into reality, adequate intensity of keenness as reflected in their commitment levels, a
helpful human network of connections to garner support from, and a culture of
performance. Indicators of personnel development would be reduced errors at work,
improved morale and discipline, and enhanced creativity among employees, greater
productivity, prosperity and satisfaction of all the stakeholders of a human organization.
3.4
Contours of Training and Development
Training and Development (T and D) is a planned, continuous effort by management to
improve employees' competency levels and organizational performance. Training has a
short-term focus as it is designed to provide the learners who are especially in the
managerial cadre with specific concepts, knowledge, skills and techniques needed for their
present jobs. Job related training is offered at various points in an employee's tenure with
a company, on technical or mechanical facet of work. Development on the contrary, refers
to the attainment of a generic long-term learning that transcends the present job and
applies to a wider life and social situation. Development refers to learning that is not tied
to a particular role and which implies growth and a better situation. It is often associated
with training outcomes, but it can emerge from any event or experience from which new
knowledge is created and then used to improve situations.
Training is also referred to as a process by which any person designated to be a trainer
imparts new knowledge, sharpens and strengthens skills and redefines attitudes. Training
involves more than just teaching people how to use tools or complete assigned tasks. Good
training seeks to make people understand how they feel about themselves, about their
work and their contribution to the well-being of those they serve. The basic objective of
training is to establish match between employees and their jobs. This is achieved by
helping them to bridge gaps between expected and actual performance levels. Training has
to help to prevent obsolescence of employees by updating their competencies. Thus, a firm
is like an educational institution and continuous learning becomes an integral part of its
vivacity.
After the candidates have been selected and placed in appropriate jobs they usually
receive orientation training to help them learn about the company. This is also known as
`induction' and is the first training an employee has to go through in each organization of
his or her employment. However, training in organizations is an unending process. The
training needs of employees get continually assessed based on their own requests and their
superiors' feedback in the performance appraisal reports. The top management of an
organization would also direct the training department to prepare the employees to face
various organizational changes.
In the present context, one may surmise that the individual who feels he is through
learning is through in his job also. Jobs today grow faster than the people in them. Helping
people to keep up with the pace of this growth is the obligation of training. No program or
method would fit all types of needs. Programs and methods should be selected on the basis
of how effectively and efficiently they satisfy personal needs and accomplish the
developmental objectives of managers and the enterprise.
The choice of a method or a mix of method is a function of a number of
considerations such as the nature, size and capabilities of the target group, the aims of the
program, the costs involved and whether the program is to impart knowledge, skill,
techniques or attitudes. The methods could be sub classified into traditional and modern
methods, on-the-job and off-the-job methods, instructor-based and self-learning methods,
simulated and real situation based methods. Different combination of methods would fit
into each of the above classifications. Based on the stage of a job during which the training
is provided, the program may be classified as preparatory training, induction training, mid-
term training, refresher training, development centers and re-training. Each method of
training has its own strengths and weaknesses. A judicious combination of the following
methods alone would help to maximize the effectiveness of programs.
3.5
Training and Development Methods:
1. Classroom Lecture Method:
This is the most commonly used, simple, cost effective, and conventional method. It is
timesaving because it covers maximum number of people in a short period of time. It
involves a speech by the instructor with very limited discussions. Clear and direct methods
of presentation. Weaknesses of the method are that, lecture time is more than the normal
human attention span of fifteen minutes and the contents of the lecture could be easily
forgotten. Since the method does not provide for active participation on the part of the
trainees, the extent of take-home learning is not to be known clearly. Moreover, lecture
might be useful only if the presentation is made skillfully. While lecture is a useful
method in so far as information dissemination is the objective, it has not been highly
successful in modifying human behavior or in building commitments in the audience's
minds. An improvisation of this method is the lecture-cum-demonstration method in
which the lecturer reemphasizes a skill or information by displaying the same in action.
2. Group Discussion Method:
It is a method used to knowledge and attitudinal development of trainees. In this method,
sets of people examine several empirical studies to find out commonalities to derive the
underlying general principles. They then combine their ideas and focus their attention on a
given problem at a time, speaking from multiple points of view within a group. An
instructor is optional, while a leader is necessary in this method. The various advantages
of the method are that more ideas can be generated from each session. Moreover each
member gets an opportunity to present one's own ideas and get feedback from members of
the same group. Peer pressure and commitments made to groups serve to ensure adherence
to decisions jointly taken in the group. As a precaution, care must be taken to secure the
participation of all members and make sure that a few members do not pre-determine the
course of discussions or dominate the whole proceedings.
3. Simulation Exercises Method:
Simulators are a group of training devices of varying degrees of complexity that model the
real world. They range from simple paper mock-ups of mechanical devices to
computerized creations of total environments. In fact, some argue that case-study, role-
play and a host of other methods can be brought under the category of simulation. The
advantage of simulation methods is that they improve the possibility of learning without
damaging the equipments or human life or facing the numerous risks involved in actual
performance. For example, most of traffic rules, signals and procedures of driving could
be taught in a park that resembles main road or through a video game featuring car or two-
wheeler driving. Piloting planes are taught using more complex simulations. The
methods are indirect but could also be expensive. The method calls for a certain level of
grasp and information processing capability and transfer of learning on the part of the
trainees.
4. Role Playing Method:
Role is a set of expectations around a given position and is determined by the role
partners. Roles are always reciprocal and described in pairs such as trainer-trainee, buyer-
seller, interviewer-interviewee and so on. Playing roles would entail practical problems
like inter-role conflicts, intra-role dilemmas, role overloads and role under loads. As a
result of these hurdles, role confusion ensues. In order to be trained to perform roles,
trainees must attain role clarity. This may involve negotiation among the role senders and
role receivers with regard to their expectations with counter expectations upon one
another. Participants in role-play method are required to respond to specific problems and
expectations of people that they might actually encounter in their jobs. Role-playing is
often used to teach such skills as interviewing, negotiating, grievance handling,
performance appraisal, and buying and selling and effective communication. It promotes
healthy human relations skills among people.
5. Case Study Method:
It is a written down, narrative description of a real situation or incident relating to an
organization and its business, depicting any problem that participants could face in their
employment. Participant trainees are required to propose any number of viable solutions
or decisions that match the variables represented in the case. Case study can be interest
creating and thought stimulating for the participants. It helps to develop analytical,
reasoning and problem-solving skills of the participants. As it shows and reduces gaps in
understanding, a holistic understanding of reality is made possible through case study
method. It also helps to reemphasize messages provided during lectures, group
discussions and other methods. The disadvantage of the method might be the difficulty in
drawing adequate number of stimulating cases that actually represent the real life
situations of the trainees.
6. Sensitivity Training or T Group Training or Laboratory training Method:
It is a set of experiences in unstructured agenda-less groups designed to make people
aware of themselves (self-insight), their immediate situation and their own impact on
others. Unlike many other programs, T-groups are concerned with the real problems
existing within the group itself. People are helped to become more responsive to others'
sensitivities and work more harmoniously and responsibly together by encouraging them
to interact freely and actively. The members are enabled to recognize group dynamics and
diagnose human relationship problems. The participants are encouraged to communicate
thoughts and feelings with each other in an open, unstructured, warm and honest manner
than is typically done in the usual work or social situation. A beneficial outcome of the
method is that participants find better means of behavior for effective interpersonal
relationships without the aid of power or authority over others. The method has to be used
carefully as people may resent negative feedback and show anger in response. People have
to be first prepared well to accept criticism in a constructive manner so that conflicts could
be managed properly.
7. Management Games Method:
Games are used as a training tool, than as mere pastimes or amusement. Trainees are
divided into teams and are given common tasks on which they would be competing to
arrive at decisions, and then jointly implementing and evaluating the decisions taken with
regard to the games. For example, blocks of wood would be supplied to every team and
one of the members would be blind-folded with a piece of cloth. The person would have to
arrange the blocks one above the other, as per the instructions and guidance of the other
members. As they set on to reach greater target heights, the rewards would also grow
exponentially. This game is used to bring out the nuances of teamwork, leadership styles
and communication patterns exhibited by the members while playing the game. The
demerits of the method are that, at times, games might result in lack of seriousness in
some trainees and that the learning is indirect and slow. But it helps to convey messages in
a non-threatening and fun-filled manner.
8. Outward Bound Training (OBT) Method:
As part of OBT, managers and other staff members meet and cohabitate as teams at
unfamiliar wilderness out of the workplace and away from the hustles and bustles of daily
life, where they would live in cabins or tents for a certain number of days. They test their
survival skills and learn about their own personality and hidden potentials for creativity,
cooperation and leadership. Participants get opportunities to learn their limits and
capabilities. Participants irrespective of their official position and seniority would have to
learn to be natural in their behavior and get rid of masks worn in an office situation. It is
an expensive method and the learning might not be transferable to others or to other
situations.
9. In-basket Training (IBT) Method:
IBT is a method where the trainee is required to examine a basket full of papers and files
relating to his area of work and make recommendations on problems contained in them.
This method is meant for trainees in a managerial level to improve their decision-making
and problem-solving abilities. This is a form of simulation training designed around day-
to-day business situations and hence is transferable to the job experiences. The participant
is usually asked to establish priorities for and then handle a number of office papers, such
as memoranda, reports, telephone messages and emails that would typically cross a
manager's desk. The method has at least two main stages. At the outset, the participant
starts by working through the case within a specified time limit all by himself without
discussing the details with anyone. Subsequently, other participants analyze and discuss
the questions of who's, which's, how's, what's, where's, why's and when's of each
decision or step. The merits of this method include the best of traditional case study at the
same time combining the refinements to allow greater flexibility, realism and involvement.
The emphasis here is to understand things thoroughly, which is an opportunity too rarely
presented during busy working days. It is done in a permissive atmosphere of
experimenting and learning, rather than within the confines of a boss subordinate
relationship.
10. Vestibule Training Method:
This kind of training takes place away from the production area on equipment that closely
resembles the actual ones used on the job. It is a type of off-the-job training in which
employees get training in a realistic job setting but in a location different from the one in
which they would be working. For example, a group of lathes may be located in a training
center where the trainees will be instructed in their use. The method is used frequently for
training typists and bank tellers, among others. The word `vestibule' means entrance. Thus
vestibule training serves to facilitate full-fledged entry into job. A primary advantage of
vestibule training is that it removes the employee from the pressure of having to produce
while learning. Disturbance of production or supervisor during training is minimized. The
disadvantages include the extra investment on equipment and additional persons to be
employed as trainers.
11. Apprenticeship Training Method:
It combines classroom instructions with on-the-job training. It is a method in which
trainees at a novice stage called `apprentices', work under the guidance of skilled, licensed
instructor and receive lower pay than workers. The method is a combination of education
and employment and is aimed at preparing workforce with certain levels of qualification to
meet the growing needs of the industry. The method develops special skills like
mechanical, electronic, tailoring, etc. Apprenticeship is traditionally used in skilled jobs,
such as those of plumber, carpenter, machinist and printer. The extensive nature of the
training assures quality outputs, though time consumed is long. Employees recruited from
the apprenticeship program are expected to hit the ground running, implying that they
would have to start performing with efficiency. But uniform duration of apprenticeship
training does not permit slow learners to reach the levels of mastery like others.
12. Work shadowing Method:
This training method is chosen while preparing a second-line leader to take up the role of
the headship, in which case, the candidate could not benefit by sending them to any other
formal training program. The best way to be trained for a future executive position would
be through direct participant observation of the crucial events that take place in the present
incumbent's work life. The trainees are made to remain in the company of the role model
whose work is to be learnt by the trainees. Trainees learn the intricacies of a job of high
level, by physically being in the presence of the job-holder. Closely following the styles of
working permits greater degree of learning besides helping the trainee to imbibe the values
and principles adhered to by the model. Yet, care needs to be taken to avoid situations
wherein trainees are not warmly welcomed and are seen by supervisors in the department
as obstacles to their routines.
13. Programmed Instruction Method (PIM):
PIM provides instruction without the face-to-face intervention of an instructor. To ensure
a sequential approach to learning, instructions are designed in such a way that all future
learning depends on acquisition and retention of previous learning. With this method,
information is broken down into small portions called `frames'. The learner reads each
frame in sequence and responds to questions designed to verify learning. Based on the
answers given by the trainees they are provided with immediate feedback on response
accuracy. If the learners have got all the answers right, they proceed to the next frame. If
not they repeat the frame. Primary features of this approach are immediate reinforcement
and the ability of learners to proceed at their own pace. Programmed instructions may be
presented in a book or in computers.
14. Large Scale Interactive Events (LSIE) Method:
The method has a lot of unique advantages when compared to other methods. First, this
method stresses upon the sharing of expertise by all the participants, unlike other methods
where the instructor supplies most of the inputs and might even look down upon trainees
as people who are ignorant or unskilled in the topic being covered. LSIE is based on the
belief that all the participants, by virtue of being in their job for a certain period of time,
possess some degree of expertise that need to be shared and combined with that of others.
Second advantage is that this method transcends the limitation of other methods in terms
of the number of people who could be trained per batch. The major advantage of this
method is that a group as large as 300 ? 400 members could be trained simultaneously
without losing the effectiveness of other training methods. The third advantage is the use
of group processes. While the trainer limits his role with a brief but inspiring presentation
to stimulate thinking of the participant, the methods paves way for active involvement of
all the participants who are assigned various roles such as sub-group leader, recorder,
summarizer, presenter etc. A fourth advantage of the LSIE is that the group emphasizes on
extensive on-the-spot documentation of viewpoints expressed by people. Finally, the
method culminates in the entire large group addressing to the common issues. At this
stage, priority is to be set on areas of intervention and a plan of action is drawn and
accepted based on voting by members, thereby building commitment of all the participants
to implement the agreed upon plans. A disadvantage of the method could be that it
requires a lot of volunteers to assist the proceedings.
15. Personal Coaching Method:
It is an on-the-job approach in which a manager has the opportunity to teach an employee,
usually his immediate subordinate, on a one-to-one basis. Coaching is helping self and
others gain new perspectives their intentions and behaviors, to understand what's possible
and how to access inner resources such as motivation, commitment, passion, etc. as a
coach, the supervisor gently confronts employees with their shortcomings and makes
suggestions for corrective actions. The supervisor is also alert to encouraging good
performance. Coaching is considered to be one of the most effective management
development techniques. Constant guidance makes the trainee learn quickly.
16. Mentoring Method:
Mentoring is an on-the-job approach to training in which the trainee is given an
opportunity to learn on a one-to-one basis from more experienced members of the
organization. The mentor is usually an older, experienced executive who serves as a host,
friend, confidant and advisor to a new member of the firm. The mentor is given the charge
of protecting and responsibility of helping the new employee. The relationship may be
formally planned or it may develop informally. For mentoring to be productive, the
parties' interests must be compatible and they must understand each other's learning styles
and personalities. If mentors form overly strong bonds with trainees, unwarranted
favoritism might result. A highly successful mentor-prot?g? relationship might create
feelings of jealousy among other colleagues who are not able to show equally good results
out of the mentoring process.
17. Job Rotation Method:
This method of training involves the shifting of trainees from one job to another so as to
widen their exposure and enable them to obtain a general understanding of the totality of
the organization. Besides helping them to overcome boredom, job rotation permits direct
interaction with a large number of individuals within the organization, thereby facilitating
future working relationships. The method should be used at sufficient gaps to permit the
development of a strong degree of expertise in the trainee in an assigned position. Care
should be taken by the organization to ensure that work efficiency does not suffer when a
few trainees are rotate into new jobs where they would be taking time to learn and
perform. There could be some disadvantages of using the method of Job Rotation.
Trainees have to be prepared to face contrasting styles of operation and standards that vary
according to superiors. Some trainees might feel more like visiting casual observers in the
departments than being a part of the workforce, which would negate the purpose of job
rotation. Employees who are looking for more challenging assignments might feel
frustrated when asked to perform different kinds of simple jobs at the same level.
18. Computer-Based Training (CBT) Method:
CBT is a technology-driven training method that takes full advantage of the speed,
memory and data manipulation capabilities of the computer for greater flexibility of
instruction. It involves the trainee sitting in front of a computer terminal rather than
listening to an instructor. Learning is enhanced through presentations combining
automation, stereophonic sound, full motion video and graphics. Increased speed and
decreased dependence on instructor are the strengths of this method. Computer-Managed
Instructions (CMI) is a system that automatically generates and scores tests, tracks
trainees' performance and prescribes activities for students. An orderly, step-by-step
manner is possible by using this method. As additional advantages, CBT allows reuse of
the program for any number of time and allows for varying time for fast and slow learners.
But CBT method cannot reduce the learner's anxiety and fear, which can be done only by
a trained instructor. CBT is well suited for teaching facts but is less useful for teaching
human skills or changing attitudes.
19. Behavior Modeling Method:
This method involves emulation of behavior from a reference group or a role model whose
behavior is shown live before the trainees or by using videotapes or Compact discs (VCD).
The method entails recording and producing events or situations with clear descriptions in
order to cover certain subjects. The footage could be viewed, reviewed and discussed to
enhance learning quality. The advantages of using this method are many. Many events and
discussions can be put on one tape or CD. It is a handy method for small firms that cannot
afford more expensive approaches. It is particularly helpful for first-line supervisors.
Observing a powerful model in the audiovisual form could help learn activities like
mediating during conflict situations, handling customer complaints and grievances. The
challenges involved in using the method include the high level of one-time production
costs in the initial stage. Moreover, projectors and other expensive gadgets would be
required along with continuous power supply.
20. Internship Method:
Internships involve placing young college and university students in temporary jobs in
which they can earn while they learn, with no obligations towards any regular employment
from the side of the employer or from the trainee. Such an arrangement enables to provide
a fresher the much-needed exposure to an organization and also to determine the person-
organization fit. Students divide their attention between academic activities and practical
work assignments, which help them to internalize the theory and practices. However, care
must be taken to prevent the whole process from getting reduced to the fulfillment of
merely an academic requirement rather than being treated as a stepping-stone towards an
illustrious career.
21.Development Centre Method:
This method is designed based on the structure, styles and contents of assessment centres
used to assess the potential of an individual to meet the demands of a higher-level
managerial position. Multiple facilitators observe the members performing multiple tasks
according to multiple criteria, using multiple methods. However, the difference in
development centers is that they focus their attention on helping to improve the potential
of the persons participating in the sessions. This method of training is found effective in
building leadership, decision-making, goal setting and counseling skills in experienced
trainees.
22. Other Methods of Training: Trainers continue to experiment on new techniques and
construct newer methods of training to achieve desirable impact. The training methods
listed above is by no means exhaustive. Training specialists have also documented the use
of a few other methods than those discussed in this chapter. They are used occasionally for
specialized needs of trainees and are labeled by the phrases such as Conference method,
Encounter groups, Group Therapy, Transactional Analysis, workshops, human process
laboratories, Understudy method, and theatrical methods like street theatre, psychodrama,
play back theatre and story building.
3.6 Design and Evaluation of Training and Development Programs
Training Design: The design of training program would have to be based upon the
assessment of training needs, the training calendar, the availability of trainers, various
logistic arrangements required for different training programs like training halls,
audiovisual aids, accommodation, travel and hospitality for trainees, the time duration for
which the supervisors agreed to free their nominees for undergoing the training programs
and the demographic characteristics of trainees. The purpose of designing any training is
to create within the individual the desire to learn. Hence the selection of trainers should be
based upon their competence in training as well as their suitability to the target groups.
Even the best of training programs would be useful only if the trainees attend them
with willingness and participate with freedom. Programs that the trainees are eager to
attend, and in which they become enthusiastically involved, are those in which they are
encouraged to present and attempt to solve the problem situations in which they have a
direct interest and in whose solutions they have a personal stake. The pedagogy or method
of instruction is to be decided based on the level of education, maturity, time available and
the cost involved. In general, it may be stated that experiential and participative training
would be more effective than merely information-loaded programs. Rotation of training
methods could be carried out in accordance to the span of attention and the stages in the
cycle of learning among the trainees.
When large numbers of people remain to be trained at any given time, then training
the trainers who would in turn provide training to an exponentially increasing number of
trainees would be of help. In order to gain acceptance from all stakeholders of training, it
would be appropriate to begin training at a small level and then expand its base based on
the success demonstrated after each program. Since training is just one component of
Human Resources Development, the organization would have to be urged to make
improvements in the other components like human resource planning, Performance
appraisal and aspects of organization like work-flow, tools and infrastructure,
empowerment, reward systems, transparency in communication, career planning and
succession planning, control, confidence, self esteem, team spirit, morale and motivation
among employees.
3.7
Training Evaluation
Evaluation of training effectiveness is the most critical phase in not only assessing the
quality of training imparted but also to see what future changes in training plan should be
made to make it more effective. The process has both predictive and regulative value.
Training evaluation would also provide vital insights into the existing systems and
procedures prevailing in the organization. There is not much of a consensus among
corporate managers on how to determine the value of training. The onus of the training
department is to document its efforts and clearly show that it provides a valuable service to
the entire organization.
Training and Development Programs may be evaluated at different levels.
Training evaluation consists of examining various aspects of training immediately after the
training is over and judging its utility to achieve the goals of the organization. While the
first may be easy to evaluate, the second poses complications. Hence it may be advisable
to commission comprehensive research studies through which opinions and judgments on
the training processes could be elicited from trainers, supervisors, peer groups, which
could then be cross-tabulated against the responses of trainees. A comprehensive audit of
Human Resource Development functions should also include training programs under its
purview. Donald Kirkpatrick (1959) has contributed to the development of a model for
training evaluation.
3.8
Levels of Evaluation of the Effectiveness of Training:
Level 1 - Content Evaluation through Trainees' Reactions: This is a quick,
inexpensive approach to training evaluation. At this level, the trainees are provided
with a feedback form in which questions pertaining to the trainers, relevance of the
topics, applicability of the learning outcomes, usefulness of the study materials,
efficacy of the training methods adopted during the program and the quality of
physical environment that prevailed during training are included. The analyses of
the responses indicate how far the trainees are satisfied with the structure, subjects
covered and learning processes involved in the training programs. After each
program, the opinions could be fed into a database in order to make comparisons
with the scores of the previous programs.
Level 2 - Learning Evaluation through examination: The pretest-posttest
control group design is used as evaluation procedure in this level. This is normally
done by using a test for examining the trainees on their newly acquired knowledge
and comparing this score with a pre-training assessment of trainees on the same
topics. The difference between the two scores would be taken as a measure of the
effectiveness of training program. For example, in a training program on
awareness on cyber laws, the post-training assessment should show a certain
minimum of increase as compared to the scores obtained by the same person
before attending the training program.
Level 3 - Evaluation of Behavioral outcomes through training: The aim of
training is modification of behavior of some kind that might lead to a performance
improvement. Hence any training could be said to be effective if it has resulted in
any enduring change in behavior patterns of the trainees. The behavior assessment
would be based on indicators of organizational performance that show the transfer
of learning from training into practical application. Since performance is a function
of complex forces and motives, accurately assessing the effect of training on
performance would be difficult.
Level 4 ? Attainment of Training and Development Objectives: Training may
be assessed based on the extent to which the objectives set before conducting the
programs have been attained after the program. For example, safety training should
have resulted in the reduction of number of accidents and an attitudinal training
program focused on attendance should have resulted in reduced absenteeism. In
this regard, the comparison should be made with a corresponding score in the
month or year preceding such training programs. Behavioral outcomes may be
evaluated at individual, group or organizational levels.
Level 5 - Evaluation of Return on investments (ROI) on training: This is the
ultimate level of assessment of training programs in which the financial gains
directly resulted out of a training program would be validated against the total cost
incurred in conducting the program including trainers' fees, trainees' paid work
time and other related expenditure. Usually the benefits are measured in terms of
the amount saved in the year after the training is completed. However, there are
obvious difficulties in calculating the ROI because it may be difficult to determine
how much of the benefits are strictly due to the training programs.
3.9
Methods Used for Evaluation of Training and Development Programs:
An organization's training head may employ several methods of evaluating the existing
training programs. Some of the sources of information that could be obtained before
commencing evaluation process are as follows. Questionnaires and interviews carried out
with the trainees after the programs, Tutor's report on the trainees' responses to the inputs,
Project assignments based on the training inputs and direct observation or reviewing
audiovisual recordings of the proceedings of a training program by the monitoring team,
are the most common methods of evaluating the effectiveness of a training program.
In recent times, benchmarking is also used to evaluate an organization's training
programs by comparing it with any exemplary training practices achieved by another unit
or organization of comparable nature. Several parameters would have to be kept in mind
while analyzing and evaluating the effectiveness of the program. The extent of support
from the top management towards training, the number of trainees covered, the time
allotted to each module, the qualifications of trainers, the extent of participation of the
trainees, the budgetary constraints faced by the organizers of the training program, the
opportunity provided by the work atmosphere to implement the learning that was resulted
from the training programs are to be considered while evaluating a training program.
While systematic and concerted efforts to train employees are vital to an
organization's very existence and growth, they would not be the sole interventions to
assure reliable Personnel Development. Motivation for participating in training programs
and the inter-relationships between different training interventions on a person is
determined in part by an employee's concept of career-life and the organizational
initiatives for the Career Development for each of its employees.
3. 10. Career Development: Fulfilling a Commitment for Life
The primary focus of career is an individual. Each individual in an organization continues
to formulate, implement, monitor and fulfill his or her own mission in life through
employment. In other words, they are engaged in Career Management. The word `Career'
means a general lifelong course of action a person chooses to pursue or a sequence of
positions occupied by a person during the course of a lifetime. The Oxford Dictionary
describes career as a course or progress through life or an occupation or profession
engaged in as a life-work and a way of making a livelihood and advancing oneself. To
some people, career means advancement, in which case, jobs offering little chance for
advancement would not be careers. According to another perspective, careers are equated
with certain high status occupations, while lower status occupations are merely jobs.
According to Schein's description of career-cone, Career changes may happen
along three basic dimensions namely a vertical movement between different levels, a
horizontal movement between different jobs at the same level and a radical movement
toward or away from the inner circles of power in an organization. Every person's career
goes alternatively through a period of change, followed by a period of stability before
transforming again. A recent idea with regard to careers is known as career security, It
enjoins upon people to develop professional or occupational security due to the
development of useful skills and competence rather than depending upon organizations for
providing them job security.
3.11
Career development initiatives should develop people for the long term needs of
the organizations and at the same time equip them to meet the dynamic changes that would
take place over a period of time. This may involve several steps to be carried out by the
employing organizations. First step would be to orient employees on the numerous career
opportunities, choices and paths that might be available to them. Subsequently, a detailed
assessment of individual's fitness for different career options would be an essential step.
Career mapping based on business plans and futuristic training is to be considered by
every manager of human resources.
Career guidance and counseling, Career Workshops, allotment of a variety of
challenging tasks, roles and responsibilities based on the interests and capabilities of the
employees would follow the assessment as a third step. Training and Development inputs
to further enhance the competence of person would have to precede every stage of career
progression. Jobs can be designed to range from highly simple to highly complex tasks in
terms of use of the employees' skills. Job enrichment, job enlargement and job rotations
are beneficial steps in shaping an individual's career.
3.12 Career Planning is an ongoing process through which an individual sets career
goals and identifies the means to achieve them. As a saying goes, "If you don't know
where you are going, any road will get you there". Self-awareness helps keeping one's
career related decisions in harmony with the deep inner values. By suppressing self-
awareness, some high achievers suffer from a severe sense of deprivation at the end of
their career. An individual could also shape one's own career by planning for it and
reviewing, renewing and adapting the plan during the entire work life. A dependable
Career Strategy from an individual's perspective involves the following steps:
a. Preparing a personal profile based on introspection and psychometric testing such
as Vocational Interest tests and personality tests
b. Developing professional goals in the form of a mission statement
c. Analyzing the external and internal environment influencing careers
d. Developing strategic career alternatives based on the analyses
e. Evaluating alternatives and selection of the one that is most attractive
f. Preparing a set of guidelines and milestones for the career plan as it is set into
action.
3.13
CAREER STRATEGIES
The procedure of making the most out of one's career begins at the very beginning stage
when a person selects the right company to work for. Identifying a dependable adviser,
being continually exceptional in one's job and constantly improving skills by reading and
learning from others would be crucial in the early years of work life. Coping with
challenges arising out of jealousy and power games within organizations and with the fast
changing external environment call for a great deal of attention in the years that follow
one's training period. Negotiating intelligently by making beneficial trade-offs, improving
one's qualifications and credentials, building visibility and forging alliances with well
wishers, creating a favorable impression in the top levels of management would be of help
in the middle stage of career. Taking independent charge, picking a winning team,
shaping lives of team members, managing stress, and striving to stay on top are the
sequential tasks of the final stage of an individuals' career.
3.14
Career Anchors: There are distinct patterns of self-perceived talents, attitudes,
motives and values that guide and stabilize a person's career after the initial years of
earning real-world work experience and feedback. These patterns are called as Career
Anchors. These anchors provide a growing area of stability within the individual's
attitudes, which anchors the interpretation of career and life options. Typical career
anchors include those of technical competence, managerial competence, security and
autonomy. These anchors affect considerably the way individuals see themselves, their
jobs and their organizations. For example, some employees using a technical competence
anchor get concerned mainly with technical tasks. They refuse to become involved in
aspects of managerial tasks.
3.15
Career Stages: There are four major career stages according to experts on career
management. During the first stage there is considerable exploration. The young
employee searches for an identity and undergoes considerable self-examination and role
tryouts. This stage usually results in taking a number of different jobs and is in general, a
very unstable and relatively unproductive period in the person's career. At the end of the
phase, a career statement emerges based on the crystallization of an individual's views of
themselves. For example, Human Resource Management aspirants begin to view
themselves as sound in human relationships, labor laws and recruitment practices.
In the second stage, establishment, the employee begins to settle down and indicates a
need for intimacy. This is usually a growing productive period in the employee's career.
The third stage of maintenance occurs when the person levels off it a highly productive but
plain period with little growth. At this stage the person has a need for generativity, which
is nothing but a concern to leave something to the next generation. This need often leads
the person to assume a paternalistic or mentor role with younger subordinate. The person
may either have a growth spurt or become stagnant and decline during this career stage.
The final stage is decline, when the person gradually gives up his active participation in
official life.
3.16
Mid-career Crisis and Career Plateau: The period occurring between the mid-
thirties and mid-forties during which people often tend to make a major reassessment of
their progress in relation to their original career goals and personal ambitions. As people
reach the middle of their careers, they find that their options to move out of the
organization is lower than before, while there are increasingly fewer number of positions
above them to aspire for. Some people are likely to experience "plateau", a condition of
stagnation in one's current job without any noticeable variation for a long period of time.
In general, junior officers of the management cadre are the ones to experience the most
rapid growth among any type of employees.
According to Argyris, every person in their normal course of living tends to move
through a transition from characteristics of immaturity towards more mature personality
characteristics. As age passes, an employed person is likely to become more independent,
develop deeper interests, reach super-ordinate positions and heighten his or her self-
awareness. Their perspective tends to be focused on long-term rather than short-term.
This trend is likely to continue till retirement. Getting appointment to the first job,
Successful Completion of the period of probation, gaining positive ratings in the appraisal
could be described as the path breakers in an individual's career. However, promotions
and transfers mark major transitional milestones in one's career. Especially, promotions
during early period of one's career, are boons to the employee as these employees would
not have to face tough competition later in their career lives.
A successful career in management would result from the following key efforts by a career
aspirant:
1. Judicious selection of one's first job, wherever there is a choice. For example,
managers who start out in departments that are high in power within the organizations are
more likely to advance rapidly throughout their careers.
2. Good work performance is a necessary but not sufficient condition for managerial
success. The marginal performer might be rewarded in the short term, but his or her
weaknesses are bund to surface eventually and cut off career advancement. Good work
performance is no guarantee of success, but without it the probability of a successful
career is low.
3. Presenting the right image in accordance to his or her evaluation of an organization's
culture.
4. Gaining control of organizational resources that are scarce and sources of power.
5. Staying visible would help to tackle the subjectivity of superior's evaluation of one's
contribution.
6. Seeking early transfers, promotions or shifting jobs before it becomes too long to be
able to signal that the person is on the fast track.
7. Right timing for switching over from first job. Accepting an early transfer to a new job
assignment and quickly moving through different jobs, an employee tends to signal to
recruiters that they are on a fast track.
8. Find a mentor from the organization's power core, who could take the career aspirant
as his prot?g? and as an ally.
9. Supporting the superior: Helping the boss succeed and being supportive at times of
crisis could help to propel a person's career progression.
10. Willingness to be move across different geographical locations and across functional
lines within the organization and outside it facilitates career progression.
11. Thinking and moving laterally to jobs that are more interesting and offering a wider
range of experiences.
3.17
Promotions, Demotions and Transfers
Promotion is an employee movement from current job to another that is higher in pay,
perquisites, prestige, privileges, authority and power, wider in jurisdiction and
responsibility with a likelihood of increase in the level a person is occupying presently in
the organizational hierarchy. A mere shifting of an employee to a different job which has
better working hours, better office space or more pleasant location would not be called
promotion. A promotion process begins with the screening of a number of possible
candidates for promotion and culminates in the official notification of the elevation of an
employee to a higher rank within the establishment. Promotions could be used as a
motivational tool as it brings enhanced working conditions for the promoted persons.
Promotions that merely increase job complexity without any real improvement in
jurisdiction could be called as Pseudo-promotions and are resented by employees.
Decisions to promote might be based on 360 degree appraisals of performance and
potentials. Job Knowledge tests could also be applied for promotions.
Promotion may be based on seniority or merit. Using merit as the sole basis for
promotion is subject to criticism because determining merit criteria often lacks reliability
and objectivity. Most organizations try to combine seniority and merit in a formula called
seniority-cum-merit. Under this formula, a certain number of years of service is taken as
the cut-off level initially. Then, if there are more persons than required for promotion in
that level, merit is given consideration. Some organizations are engaged in promotion
forecasts that allow them to identify people with high advancement potential. The high-
potential employees are then given special kinds of developmental experiences.
While filling vacancies in managerial positions, promotion from within an
organization is to be preferred to recruitment from outside because merit-based promotion
is generally viewed as a reward for excellent services rendered by an employee. If
seniority were not the sole criterion for promotions, employees at all levels would be
encouraged to show initiative and assume greater responsibility in their work. At the same
time, it could be imprudent to pick up the top performer in any area for a bigger job where
the demands are quite different. Promotions should not be decided upon parameters like
college degree, intelligence and popularity of a person. Not all people would desire to get
added burdens and shoulder additional responsibilities. Hence a person's willingness is to
be considered thoroughly before taking any decisions on promotion.
Performance factors like ability to develop good subordinates, operating with
minimum direction and having a record of accomplishments are found to be extremely
helpful characteristics for a person to be eligible for promotion. Personality characteristics
like openness to accept criticism, ability to communicate effectively and respect for fellow
human beings tend to make the person survive after the promotion. However the socio-
environmental factors surrounding employees like their personal life, family unity,
superior's reputation and promotional prospects and connections with power centres, are
also given importance in practice, even though they are not concerned with the
individual's effort.
People desirous of promotion might be adopting many of the tactics to acquire
greater power. Exuding confidence, progressing one step at a time, making one's
activities central and non-substitutable to the organization, developing expertise,
committing the rare and uncommitted feats, engaging in rational persuasion of others,
upward appeals quoting consent of higher ups, pressure tactics like using demands and
threats, image building through attention-seeking activities, regulating information flow
upward and downward, networking with people and other such types of behavior that are
political in nature.
If a person is denied promotion or overlooked upon at discussions for promotions,
he or she might feel severely frustrated. The frustration would be particularly high if the
candidate has nurtured deep desire for the promotion and had been sure of reaching it.
Frustration would be heightened if the person had taken a lot of efforts to be eligible for
promotion and if the next chance for promotion is remote. Being scheduled for promotion
and getting dropped from the list would lead most people to feel the urge to quit their jobs.
For example, when the Chief Executive Officer (CEO) of a large renowned
multinational corporation reached his retirement stage, the organization had arrived at
three names in its shortlist of candidates one of whom would be chosen to succeed the
present CEO. Since the three names were already discussed openly in the media, they
were well known to the public. Before choosing one from the three, the selectors raised
the issue of how they would react if they were not selected as the CEO. All of them
replied that it would be a loss of face to them in that case and hence they would resign and
quit the organization. Taking cues from this feedback, the organization realized that they
would have to find three successors to the positions occupied the candidates for CEO and
that an increasing number of successors would have to be found to fit the lower levels.
Awarding promotions are the most significant forms of recognizing superior
performance. Therefore, it is extremely important that promotions be fair and based on
merit and untainted by favoritism. Though many people accept the obligation to avoid
racial, sexual, age and religious discrimination in recruitment, very little attention is paid
to discrimination against the disadvantaged groups during promotion. Affirmative action
is to be taken to specially train the traditionally marginalized groups to face the challenges
of a competitive and potentially hostile environment. When promotion occurs in the same
category like clerical, manual or managerial groups, within one grade to another, it is
called as lateral promotions. When employees are shifted from a lower category to a
higher category, such promotions are called vertical promotion. During times of monetary
crisis, the management can grant promotions without any rise in pay, benefits and
allowances. Such promotions are known as dry promotions and the promoted employees
would be paid the increased wages when they are promoted.
The merits of promotion are encouragement of efficiency, retention of competent
people with an ambition for vertical growth upwards and increase in productivity. The
disadvantages of promotion from internal sources could be discontentment among other
contenders for the same position and scope for lobbying, bickering, frustration, unhealthy
competition and alienation from erstwhile peers and the possibility favoritism. Neglect of
length of service and loyalty could be the result of promotions not based upon seniority
and they could attract resistance from employee associations and trade unions. Promotion
policy should make it clear whether to promote employees against existing vacancies
alone or it is permissible to promote a person even if there is no real vacancy just for the
sake of rewarding a person's performance.
3. 18.a. Demotion is the diametric opposite process of promotion. It is a course of action
by which an employee is assigned a downward assignment in the organizational hierarchy
to a different job with lesser pay, inferior designation, lower category, reduced status and
responsibility. An organization uses demotion less frequently than the other aspects of
mobility, primarily because of its serious negative implications on the employee's career
and morale. An employee is likely to accept a demotion rather than lose the job altogether
if he employment opportunities in the job market outside are less.
Every manager is said to rise to his or her level of incompetence. In that case,
demotion would be one of the consequences arising out of an employee's inability to
match the requirements of the present job, or when a promotion has been made
provisionally. Demotion may also occur as a disciplinary measure owing to the acts of
commission of malpractice by the employees. In the context when employee turnover is
high and organizational structures are flatter, demotion could be losing its significance and
impact. Demotion would be less frustrating to an employee if the placement in a
particular position had been notified as temporary and revocable.
3.18. b. Transfer is reshuffling of human resources from one unit of work place to
another. It involves lateral mobility of employees from one post to another within an
organization. Through transfers, people are shifted to a job that is comparatively
equivalent in pay, responsibility and organizational level. Transfers may be voluntarily
sought by employees or may be used as the sole prerogative of the managements. They
could be occurring on a mutual basis between two employees or as a sequence of transfers.
Transfers may occur within or outside functions, departments, units or divisions.
Transfers serve a number of purposes. They may be carried out to enhance
efficiency in the utilization of human resources through the redistribution of work force's
size and strength according to changing needs. A transfer is said to be a replacement
transfer if it is caused due to the displacement of an existing incumbent in a job. It is called
remedial transfer if it is initiated to correct a previous incorrect placement. Transfers might
also be ordered to satisfy the requirements of employee to work under a better superior or
to move into a job with brighter career prospects or be in a more convenient location.
Transfers are also at times used to keep promotion ladders open to keep individuals
not having growth opportunities in their own department, continued to be interested in
their work. Some times, transfers are also effected to stall layoff. Since transfers expose
employees to others' jobs, work can continue even during periods of emergency such as
accidents or strike, when some employees are unavailable to work. An employee may be
transferred because management feels that crucial forms of competence could be put to
use in another deserving place. Thus it becomes an employee assistance measure. Transfer
may be a developmental device to provide more exposure to the employees and make
them more versatile. Transfers may at times be necessary to diminish conflicts between
colleagues. Transfers may be used as a disciplinary measure to punish employees
indulging in any acts of misconduct. In this case, they are called penal transfers.
Transfers help reducing monotony and boredom felt by employees and thereby
enhance their satisfaction on job the morale of their groups. They can also prepare an
employee for challenging assignments in the future. The intervening authorities from
above could shift over-dominating employees. Better employer-employee relations and
stabilization of changing work requirements in different departments or locations are the
other beneficial outcomes of transfers. On the negative side, transfers might be viewed as
an inconvenience to those who are reluctant to move. Managers might feel that they are
unfairly made to move away from their pet projects and supportive superiors. Some
employees may feel it uncomfortable when they have to separate from their affiliates at
work and might have to adapt to a more demanding work schedule. Shifting of
experienced hands and minds may affect productivity in the department from which a
person is transferred. Dual career couples might have objections when only one of them is
transferred. Arbitrary and discriminatory transfers can affect the employees' morale.
In order to make transfers more pleasant and less troublesome, employees must be
explained the circumstances under which the transfer was initiated and the reason for
choosing this particular employee for the transfer. It is also important on the part of the
organization to provide appropriate support in the form of facilities like orientation
regarding the new place, days of leave, adequate manpower, allowances and material
assistance to the transferee for packaging luggage, transportation, re-registrations and
shifting of families and taking care of avoiding disruptions in the lives and careers of
employees' spouses. Transfers should be spaced out by years of gap and should have
employee development-orientation.
Transfer opportunities could also be used adeptly to get vital clues into
organizational problems. This could be illustrated with the help of a case described by
Akio Morita of Sony Corporation in Japan introduced a scheme by which employees could
apply for transfers outside their departments, when there is an internal job posting. The
scheme proved to bring in multiple benefits. People who wanted to move out of Sony
could be retained within the company by this scheme. The scheme had yet another benefit
of identifying the departments from which request for transfer appears in large numbers.
Large number of these applicants these were actually sending signals of some underlying
anomaly like an autocratic or nagging boss. The top management could sense this problem
and sort it out with the heads of these departments and avert large-scale turnover of skilled
human power. The organization also got valuable insights into the needs and aspirations of
its employees, thereby began its plan for further human resource planning.
Vacancies arise due to a variety of reasons like growth, diversification, turnover of
employees and organizational restructuring. While training interspersed with transfers and
promotions could occur as intermittent or discontinuous events that serve to provide a
plethora of opportunities to experiment, learn and perform in new ways, they are still not
likely to be adequate to maximize employee development. In this regard, there should also
be ongoing efforts from the organizations to enable an employee to become involved
actively, contribute his mettle and help taking the whole firm or even an entire industry to
new heights. These continuous efforts may take forms called as Empowerment and
Delegation.
3.19
Personnel Empowerment
Empowerment is recognizing and releasing into the organization and the power that
people already have in their wealth of useful knowledge and internal motivation.
Understanding the concept of power is a prerequisite to the comprehension of the contours
of empowerment. Primarily, the term `Power' refers to an individual's capacity to
influence the behavior and attitudes of others. This usually also results in the ability to
influence events, decisions and possessions. It can be used productively or destructively.
Empowerment means giving or restoring a person or group more power. Oxford
Dictionary describes the word empower to mean endowing with the ability or power
required for a purpose or task. Empowerment could be facilitated by providing people the
access to information and resources and ability to share their views to impact their own as
well as organization's future.
Only the people, through education, coalition building, community organizing,
resource development, or advocacy assistance, might be able to achieve empowerment for
themselves. A mediator, who can work with the lower power person or group to help them
represent themselves more effectively, can also achieve it. The word empowerment also
refers to authorization and permission to operate on one's own accord to a reasonable
extent in certain situations without having to get approval from anyone else. It is
sometimes described that empowerment seeks to restore in employees a sense of their own
value and strength and their own capacity to handle life's problems. Management writer
Tom Peters considered empowerment as a necessary condition to improve zest, creativity
and automatic symbiosis with the customers. Empowerment involves giving employees a
greater degree of control in organizational operations through management's participation.
Personnel Empowerment is a trust-based relationship. It can be described as a way
of working together that is fundamentally different from the traditional notion of top-down
command and external control. It is a condition that entails vesting greater degrees of self-
determination, responsibility and trust in all employees so as to support and liberate people
rather than diminish their range of thought and action. Paradoxically, in an empowered
workplace, people tend to feel both freedom and self-control. Thus, empowerment leads to
a situation in which employees' commitment and engagement would be released to such
an extent that ordinary personnel achieve extraordinary performance.
3.20 Conditions Necessary for Empowerment:
Active participation by lower level employees in the management of the affairs of an
organization, encouragement to innovate, transparent information sharing, less
formalization of workplace, installation of upward performance appraisals, creating tasks
that provide intrinsic feedback, encouragement to self-management of individuals and
self-managing teams and uniform standards of accountability are the conditions necessary
for empowerment to gain credibility and acceptance at various levels in the organization.
A wide variety of firms have undertaken interventions such as quality circles, cross-
functional teams, employee stock options, autonomous work groups and quality of work
life councils in order to empower employees. The leader or chief functionary of the
organizations needs to assume the roles of a stimulator, supporter, guide and an enabler of
employees serving under him in order to empower them.
While the minimum prerequisite for empowerment is sharing of information about
an organization's plans for the near future and the details required to the completion of
job, an organization would also have to reduce resource-dependency on the part of the
people to be empowered, towards their bosses. The maximum extent of empowerment is
found when workers become directors and become capable of codetermination.
Empowerment is normally associated with the practice of delegation at individual level
and decentralization and flexibility in the organization in general. In short, empowerment
has to cover the bases of supremacy such as information, personal charisma, reward and
coercive potential, expertise and position. Empowering the workers in progressive doses,
would keep their interests and initiatives alive, sustain their resourcefulness and
independence, promote foresight, profit-orientation, optimism and versatility, besides
instilling a significant sense of responsibility in them.
Empowerment consists of five stages. The first stage is diagnosis. It involves
identifying the existing conditions in the organization that lead to feelings of
powerlessness among employees. Some of the conditions thus identified could be
centralized resources, authoritarian styles of leadership, rewards with low incentive value
and poor communication. The next stage is to introduce empowering strategies like
participative management, merit-pay systems and job enrichment. The third stage is to
remove conditions of powerlessness and provide self-efficacy information to make the
employees feel confident, self-assured and hopeful of success. The fourth stage is when a
feeling of empowerment is generated. The fifth and final stage towards empowerment
involves deriving performance as a beneficial outcome of better empowerment.
3.21
Delegation as a tool for employee development:
Delegation means conferring, entrusting or allocating a particular assignment to a person
based on realistic assessment of the latter's abilities and motivation. It is not merely
passing off any job, but to let some one take over the control of what a manager continues
to be responsible for. Delegation is said to have taken place when a superior gives a
subordinate the discretion to make decisions and the responsibility for completion of
specific activities. Authority, Responsibility and accountability are considered as the three
limbs of effective delegation that should be matching and on par in magnitude with each
other. Delegation could simultaneously be enabling, energizing as well as empowering to
people.
3.22
Theoretical Foundations of Delegation
The classical principle of delegation states that decisions should be made as low an
organization level as possible. Management By Exception (MBE) involves delegation. It
hints at Frederick W Taylor's exception principle, which stated that managers should
control by giving major attention to mainly to the exceptional cases and situations. Larry
Greiner's model of life cycle of an organization includes a period in which the growth
happens through delegation after a highly directive top management evokes resentment
and cry for autonomy among the rank and file employees in the organization.
The life cycle theory of leadership developed by Paul Hersey and Kenneth
Blanchard focuses on the maturity of the followers as a contingency variable affecting the
style of leadership and the possibility of delegation by a leader. According to this
viewpoint, the extent to which a leader adopts a delegating style, which involves low
degrees of consideration for task as well as for people, depends on both the job maturity
and psychological maturity of the members of any work group. The maturity is gauged by
the extent to which they are both able and willing to be accountable for their responsibility
towards task performance and require little guidance and direction. Degree of delegation
could be gradually increased to suit the progress of an employee.
A manager who delegates authority does not permanently dispose of it, but
continues to share the responsibility for completion of the task. Delegated authority
therefore can always be regained. Delegation could be general or specific, in oral or
written form. Delegation is essential for proper performances, as no person can perform all
the work by himself. Besides reducing the burden of higher-level managers and thereby
enabling them to concentrate on more important matters, delegation improves quality of
decisions, by moving the decision-making closest to the scene of activity.
Delegation improves motivation, initiative and creativity and also helps out in the
development of managers in the junior echelons of organizations by exposing them
adequately towards complex decision-making. However might be the beneficial outcomes
of delegating, there are common barriers to delegation. Reluctance to part with power and
over-confidence of the supervisors and a belief that no one else can do the task better than
them, are a few of the barriers at the level of the delegating administrator. It takes courage
to delegate because delegation does not absolve one from the ultimate responsibility.
Often it is seen that responsibility is feared as much as authority is sought after.
At the recipient's level, the barriers could be due to inequitable distribution of
work and the resultant overburden, or fear of failure, fear of premature display of
inadequacies of oneself, lack or trust in the motives behind delegation, or merely a lack of
motivation or perceived incompetence on the part of the person who has to fulfill the
requirements in terms of the delegated tasks. According to Mishra, M.N. (2001),
"delegation would be successful where a wide range of people are involved, where the
work provides intrinsic job satisfaction, the work group members accept the
management's objectives, the employee-employer relations are harmonious, consistency
and coordination are prevalent, and where technology permits individual autonomy and
subordinates welcome responsibility."
Delegation would be possible only if the higher authority possesses willingness to
trust the subordinates and to allow them to make mistakes and learn from the process. If a
manager clearly delegates authority to undertake a well-defined task, a properly trained
subordinate can get it done with a minimum of the supervisor's time, attention and
involvement. In the context of delegation, managers need to accept that there are several
ways to complete a job and that their own ways of solving them are not necessarily those
that their subordinates would choose. Superiors could be induced to delegate more by
making them part of the team's performance rather than their own. Where there is a
system of appraisal of the superiors by the subordinates, a parameter for appraisal should
the formers' inclination to help the latter through delegation and empowerment.
The practice of empowering and delegation challenges managers and employees
alike to pay close attention to the terms of their working relationships. Delegation has to
be preceded by careful planning about what tasks could be delegated and in what
sequence. Decisions on who should get the assignment should be based on their workload
and competence. People should be given sufficient resources for carrying out the delegated
task. Once delegation begins, the everyday jobs of the junior employees should be
monitored and assisted, till a confidence level is built reasonably between the person in
charge and the subordinate.
3.23
Retirement and Other Process of Employees' Separation
Separation, also known as organizational exit is the dissolution of employment
relationship. It seeks to reduce the size or diversity of an organization's operations.
Separation can take many forms namely dismissal, resignation, retirement, death and
downsizing actions. A firm incurs separation costs in the form of severance pay known
also as separation pay, administration of separation process, rehiring, induction and
training costs with regard to a new replacement into the vacant position. Depending on
who initiates the separation, some observers tend to classify them as voluntary and
involuntary.
Separation is a decision that the individual and the organization should be done
away from each other. Voluntary separations occur when an employee decides for
personal or professional reasons, to end the relationships with the employer. Such
separations may further be classified as avoidable and unavoidable. Unavoidable voluntary
separations occur due to circumstances beyond the control of an employee. However, most
of voluntary separations are avoidable and occur due to staffing mistakes, which can be
prevented by investing in HR systems. An involuntary separation occurs when
management decides to terminate its relationship with its employee/s due to economic
necessity / poor match between the employer and employees.
In general, separation may take any form such as retirement, layoff, retrenchment,
discharge or dismissal. Employee turnover or attrition is a combination of all the forms of
separation of an individual from the rolls of an organization. Compulsory separation could
lead to anxiety in the person who leaves and also might lower the morale of the survivors.
Any form of separation could create a void in the organization that needs to be filled up at
the earliest. The benefits of employee separations include reduced labor costs, replacement
of poor performers, increased innovation and creation of greater diversity of work force.
Scientific human resource planning could minimize the need for such separations.
Retirement is the completion of service period of employees on their reaching the
age of superannuation. Retirement from active employment is intended not only to permit
older workers to enjoy their twilight years without the everyday pressures of working, but
also to allow younger and capable employees to reach positions of higher authority.
Retirement could be carried out prematurely when the organization offers a special
retirement package before redesigning the workforce. The lump-sum pay serves as an
incentive to leave one's employment. Employees accept such retirements in exchange of a
liberal package, which is called the scheme of Golden Handshake. Managements generally
prefer to pay hefty amounts and reduce staff strength rather than retaining surplus labor
and continuing to pay them idle wages.
The organization should plan for capable successors to take the role of people who
retire even before their retirement. Most employees prefer to postpone retirement until
they reach superannuation. Hence It is also the responsibility of any employer to plan and
provide for the future life of the retiring employee. In the present context, when the
lifespan of average citizen has gone up well above the retirement age, retirement is to be
put to reconsideration in terms of revision of the age of retirement or alternative work
styles like job sharing, home working, freelancing and part-time employment during post-
retirement period.
Lay off refers to the temporary separation arising out of the failure, refusal,
inability of an employer to continue to give employment to any group of employees in the
organization due to economic or business reasons like shortage of fuel, lack of raw
material, natural calamities and accumulation of excess stocks. Lay offs are caused mainly
due to factors for which employees cannot be termed as direct and prime causes. Still, the
organization must help them in dealing with any of the difficulties they might experience
such as guilt (upon why they have let themselves into it), shame (how to face others after
this), annoyance or anger (why they were chosen) and anxiety (what they would do next).
Retrenchment is said to be a permanent lay off for reasons other than punishment,
retirement or termination owing to ill health. In both the cases of lay off and recruitment, a
certain monetary compensation would become payable by the employer as per the statutes
of the land. Further, clear communication and counseling would be required to minimize
the negative effects of such measures of downsizing. The principle of last in; first out is
advocated while prioritizing the people to be removed. Retrenchments might also occur
due to global competitions, changing technologies that reduce the need for workforce,
mergers and acquisitions and reduction in product demand.
Termination of service by way of dismissal might also be carried out as a final
disciplinary procedure, after all efforts in salvaging the employee have failed. Dismissal
can be ordered only when it is duly proven through formal procedures that one or more
employees have engaged in any serious misconduct like theft, violence, sabotage, false
statement of qualifications at the time of employment, or other actions specified in the
company's standing orders. Generous opportunities must be given to the employee to
know the rules, modify his behavior in accordance to rules. He must be given an
opportunity to explain his case by appearing before an impartial team of enquiry when
charged with any misconduct. The management should never forget that any person who
leaves the firm is going out to represent the organization, either bad-mouth or praise it.
Termination of this variety is aimed at serving as the strongest deterrent for other
employees from engaging in punishable activities, rather than as a revenge on the people
caught in the wrong side of rules. Termination of other employees has the potential in
most of the employees to bring about a phenomenon called avoidance learning whereby an
employee pursues serious efforts to avoid of similar situation to them. Termination in one
department could have ripple effects in other. Terminations beyond a perceptible limit
could result in difficulty in attracting fresh talents into the organization. Fortunately, such
disciplinary terminations have alternatives too.
Direct confrontation by supervisors, a day of paid leave to induce reformative
thinking etc, are aimed at making the erring employee introspect about what happened.
Some organizations resort to progressive discipline involving increasingly higher intensity
for punishments for every repetition of previous mistake or offence. When a person is
found to be guilty of one offence, there should not be a carry-forward effect of the offence.
The supervisor and the others in the organization should take care to appreciate if the
employee engaged in any laudable activity. A clear-cut, written-down policy on
termination would help to prevent the fire-at-will practices by some managers.
Discharge also means termination, but not necessarily an act of punishment. A
discharge does not arise from a single, irrational or unacceptable act. There could be a lot
of reasons for a decision to discharge an employee. A discharge takes place when the
management of an organization decides that there is a poor fit between an employee and
the organization. Discharge might be a result of either poor performance of the employee
or a failure on his side to change some unacceptable behavior that management has tried
repeatedly to correct. In the case of discharge, the employee would get more termination
benefits than what would be possible when dismissed. Outplacement assistance for a
discharged person by the employer is gaining ground in recent times, even as skills
become redundant and jobs get outsourced en masse.
Voluntary resignation by employees is emerging to be a very common form of
separation from an organization. The decision to quit depends on the employee's level of
dissatisfaction with the job and the number of attractive alternatives available outside the
organization. Some organizations in the Information Technology Sector have
institutionalized the practice of welcoming their ex-employees to rejoin them later. This
would save them induction costs and ensure person-organization fit.
Some organizations have simplified the procedure to re-appoint their ex-
employees, by requiring just a single sitting with the reporting authority to be able to join
back the parent organization. Such organizations have also made the procedure for exit
less cumbersome one by enabling their claims getting processed through a single window
clearance mechanism. The administration of separation caused by resignation is very
simple as it is unlikely to result in any dispute except the notice period or timely
settlement of dues on either side.
The average tenure expectancy of employees within an organization has been
steadily in the decline. From a life-long career path spanning over three decades, the
average tenure has come down to five years and is shrinking further. Employees might
want to leave the organization for reasons of better pay, working conditions, opportunities
to learn and grow, or may cite ill health or domestic responsibilities to quit their positions.
In any case, they would be required to serve a notice period by which they would be able
to handover their duties and responsibilities to another incumbent. Causes for resignations
are investigated during the exit interview wherein, the outgoing employee is requested to
share his feedback about his working experiences in the organization.
The net result of organizational changes would be that jobs becoming more
amorphous and more difficult to define. Changes are also taking place at individual jobs.
A large number of poor performers at one job or organization are sometimes found to
become solid successes at another, in which case the organization has to deliberate on its
inherent deficiencies that caused a failure in tapping the right performance levels from
them. Similarly, if successive incumbents in a post fail to perform or retain their jobs, then
the attention should be focused on the system in which the work is done or on the job
content itself, rather than the individuals. Such jobs are called as "Widow-maker Jobs" in
Management Jargons of the west.
According to the management thinker and writer Peter Drucker, the workable
solution for the problem would be to eliminate the job itself by redesigning the positions
and responsibilities in a more practical and pragmatic manner. Some organizations resort
to a method of easing out employees slowly and progressively. Referred to as Golden
Parachuting, this method involves providing the employees adequate time of tenure and/or
financial security to prepare themselves for facing life outside their employment. This kind
of arrangement could be contractual and are often available for highly skilled human
resources.
Case Study
1: Promotion of the deserving candidates
In an organization with about 300 staff members, a supervisor was recommended to line
manager for out of turn promotion on grounds of extraordinary qualities of leadership as
an executive in preference to one of his seniors who possessed the required skills for an
executive. Both the supervisors came to know of the recommendations. The personnel
manager advised the line manager to observe the working of both the supervisors and then
come up with proposals after two months. After two months it was reported that the
performance of the supervisor who was tipped for promotion had not improved and both
continued to keep up the same pace. It was also observed that the junior who was
recommended for out of turn promotion was only day dreaming. He was preparing for his
future job while neglecting his present one. The senior seemed to have taken things in its
stride and there was neither increase nor decrease in his output. Productivity was getting
affected severely. Promotional decisions usually have far reaching impact in the morale of
employees in the organization.
ANALYZE THE SITUATION AND ANSWER THE QUESTIONS
1. What are the causes of the difference between expectations and actual behavior on
the part of the promoted employee?
2. What would you recommend if you were the line manager entrusted with handling
this case?
3. As a personnel manager what would be your reaction now considering the
multiple-dimensions of the problem?
4. What are the normal guidelines to be followed while finding a new incumbent to
an existing job?
5. Give a plan to minimize or avoid problems of faulty or inept promotions in the
future.
Case Study 2: Downsizing efforts change into a retention move
The CEO of ZZZ Ltd assessed that the stock market seemed to encourage reduction in the
employee strength. She observed that whenever any listed company announced plans to
downsize, their share prices went up, apparently attracted by the ensuing cost savings and
revenues per share. Hence ZZZ Ltd announced its plan to trim down its present size of
1250 into 1000, which would mean a 20% cut. To achieve this, the organization adopted
measures like recruitment freeze, retraining and redeployment and de-layering of
avoidable intermediary layers. Promotions were almost stopped and poor performers were
targeted for removal. To top it all, the organization began to introduce a voluntary
retirement scheme (VRS) with a reasonably attractive package. Through this major
initiative the CEO and his team of top management expected to achieve most of the target
for reduction. When the scheme was announced and voluntary applications were sought, it
was dismaying to the top management that a whopping number of 700 employees,
including many of the highly rewarded good performers had applied for VRS. The top
management took some time to be able to reason out the reason for the turn of events.
Finally it was realized that sudden introduction of VRS when the organization was
performing well according to official financial statements had set the rumor mill on that
the organization was hiding its internal financial difficulties. For one set of people, the
series of downsizing moves set alarm bells inside them and they thought it to be prudent to
be the early birds in moving out of what they thought to be a sinking ship. Also,
employees throughout the organization resented announcing VRS for pleasing the
shareholders. As a consequence of multiple factors, the organization found that the whole
scheme to downsize has backfired. Some managers felt that "Smart-sizing" should have
been tried instead of downsizing. Some others felt that the whole initiative was hasty and
untimely. The situation called for self-introspection among the persons responsible for the
human resources of the organization.
Questions for review:
1. List out all possible reasons for the decision of majority of employees to quit their
present jobs.
2. Were the actual feelings of the employees reported in the case realistic and
justified?
3. What would be the long term implications of downsizing decisions that are driven
by forces of stock market?
4. How do you think the organization should have planned for human power
reduction?
5. What would be the measures to be taken up towards controlling the damage
already set in?
Chapter Summary:
Personnel Development (PD) involves investments of precious resources in people with
the hope that they would remain in the organization to contribute to the organization and
the society. Results of PD initiatives to an organization are numerous. While training and
development alone may not be serving as panacea for all organizational problems, the
whole range of interventions for PD carried out by a Personnel Department in association
with various internal and external consultants helps in increasing organizational stability,
promotes organizational learning, heightens performance and profitability, builds an
organizational climate of openness and trust, develops a culture of collaboration, boosts
organization's image and leads to its overall vibrancy, pro-activity and development. PD is
the foundation on which an organization can confidently build its strengths. Full utilization
of human resources would ensure that the organization has the optimum number of
employees, the right level of skills, the requisite willingness and preparedness for moving
ahead with technological advancements and competitiveness. As Douglas McGregor puts
it, `the average human being learns, under proper conditions, not only to accept but to seek
responsibility'.
SELF-ASSESSMENT QUESTIONS (SAQ):
1. Explain the salient features of an effective employee development process.
2. "Training and development programs are integral part of Personnel Development"
? Comment.
3. Identify the commonalities between methods of training described in the chapter
and re-classify them into the following categories:
a. One-to-one methods and team based methods.
b. Objective of building Human relationship and objective of improving
knowledge and decision making skills
c. Expensive and inexpensive methods.
d. On-the-job methods and off-the-job methods.
4. Tabulate the advantages and disadvantages of using various available methods of
training.
5. Critically review the process of evaluating the effectiveness of training
6. Explain the concepts used to understand Career Development.
7. What is Empowerment? How does it become crucial in Personnel Development?
8. List out and explain the issues involved in Promotion and transfer.
9. Define Delegation. What are the necessary conditions for delegation to be
successful?
10. "Employee turnover is a multi-dimensional challenge to every organization" ?
Justify this viewpoint.
11. Enumerate the changes taking place worldwide in the areas of Human Resource
development using best practices from different organizations.
12. Write a proposal for conducting a training program for a group of middle-aged
graduates so as to make them form a more cohesive team.
13. What are the steps towards self-development that renders an employee in a
continuous state of preparedness to face the complexities of employment in recent
times?
14. Identify the viable alternatives for unplanned downsizing in an organization.
15. "Factors promoting Change as well as Constancy are inherent in the personnel
development activities such as training, empowerment, career planning, delegation
and employee mobility" ? Comment.
GLOSSARY OF TERMS
1. Affirmative Action: The concentrated efforts to recruit, select, and promote
members of marginalized minority groups hitherto under-represented in the
workforce.
2. Avoidance Learning: Learning that occurs when individuals change behavior to
avoid or escape unpleasant circumstances, as witnessed after termination or
suspension of various employees.
3. Career: The sequence of a person's work-related activities and associated
attitudes, values and aspirations over the span of one's life that forms a coherent
pattern.
4. Career Development: A formal, organized, planned effort by organizations to
achieve a balance between individual career needs and organizational workforce
requirements.
5. Career Management: A planned attempt to optimize the rewards and
satisfactions a person receives from the investments made by him or her into one's
career.
6. Decentralization: An organizational arrangement whereby the authority to make
important decisions about organizational resources and to initiate new projects is
shared with managers at all levels in the hierarchy. It is the opposite of
Centralization.
7. Delegation: Assigning or entrusting tasks to another employee who would be
expected to handle the job on behalf of the former to manage time better, to
enhance the quality of the work output and in order to train people on the job.
8. Development: Learning opportunities designed to help employees grow, which
need not be limited to improving employees' performance on current jobs.
9. Downsizing: An organization's strategy to reduce the present size of its workforce
strength in order to improve its overall financial performance and ensure its
survival.
10. Empowerment: Providing employees with the skills and authority to made
decisions that would be taken by higher-level functionaries in order to equip them
to perform well and attain greater dignity.
11. Glass Ceiling Syndrome: The view that even though women and the marginalized
groups can get hired into organizations, they have difficulties in getting promoted,
particularly to senior levels; it is as if there is an invisible barrier above. They can
see opportunities above, but they cannot reach them.
12. Retirement: An exit from an organizational position or career path of
considerable duration taken by individuals or specified by organization beyond
their middle ages and taken with the intention of reduced physical and
psychological commitment to work thereafter.
13. Smart-sizing: An alternative to down sizing is the practice of focusing and
growing through an organization's core competencies and cutting down on
unwanted, less relevant activities with an aim of growth rather than shrinkage of
the workforce of the organization.
14. Training: Any attempt to improve employee performance on a currently held job
or one related to it. This usually means changes in specific knowledge, skills,
attitudes and behavior.
15. Job Posting: A procedure for communicating to employees that a job opening
exists and that applications from within the organization would be entertained for
consideration.
16. Job Scope: The number of different tasks required in a job and the frequency with
which the job cycle is repeated.
17. Vocational Interest Tests (VIT): A direct method of determining the occupation
in which a person has the greatest interest and from which the person is most likely
to contribute maximum, achieve farthest growth and receive highest satisfaction.
REFERENCES:
1. G Mejia, D.B. Balkin and R.L. Cardy, Managing Human Resources, Pearson
Education, New Delhi, 2003.
2. R.W Mondy, R.M. Noe and S.R. Premeaux, Human Resource Management,
Prentice Hall International Editions, New Jersey, 1999.
3. N.G. Nair and Latha Nair, Personnel Management and Industrial Relations, S.
Chand Publications, New Delhi, 1999.
4. Ian Beardwell and Len Holden, Human Resource Management ? A contemporary
Perspective, Macmillan India Ltd, New Delhi, 1995
5. V.S.P. Rao, Human Resource Management ? Text and Cases Excel Books, New
Delhi, 2000.
6. M.S. Saiyadain, Human Resources Management, Tata McGraw-Hill Publishing
Company ltd, New Delhi, 2003.
7. Wilbert. E. Scheer Personnel Administration Handbook, Dartnell Chicago, 1985.
8. M.N. Mishra Organizational Behavior, Vikas Publishing House, New Delhi, 2001.
9. Y.K. Shetty and V.M. Buehler, Productivity and Quality through people: Practices
of Well-Managed Companies, Quorum Books, Connecticut, 1985.
10. Kirkpatrick, D.L., Techniques for Evaluating Training Programs, Journal of
American Society of Training Directors, 1959.
11. JIT Chandran, Organizational Behavior, Vikas Publishing House, New Delhi,
1998.
12. Gareth. R. Jones, Organizational Theory: Text and Cases, Addison-Wesley
Publications, Asia, 2000.
13. A.M. Sheikh, Human Resource Development and Management, S.Chand, New
Delhi, 1999.
14. Derek Pugh and D.J. Hickson, Writers in Organization, Penguin Publications,
New York, Fifth edition, 1999.
15. Madhurendra K. Varma, Nurturing Change through Your Human Assets:
Optimizing Organizational Challenges in the new Millennium, Response Books,
New Delhi, 2000.
16. Rao, T,V. Human Resource Development Audit, Sage Publications, Response
Books New Delhi, 2000.
17. Stephen. P. Robbins Management, Fourth Edition, Prentice-Hall, New Jersey
1994.
UNIT IV
HUMAN RESOURCE MOTIVATION AND COMPENSATION
Lesson Outline:
Compensation: Basic concepts and importance; components of compensation like
wage/salary and Incentives
Job Evaluation ? Meaning, methods, strengths and limitations
Productivity ? Factors that enhance and lower productivity
Morale and Motivation: Conceptual foundations on Causal and contributing factors
Theories, Techniques, Significance and practices of Work Motivation
Evolution of Quality of Work Life (QWL) and factors that determine QWL
Meaning and types of Stress and management of Job Stress
Learning Objectives
1. To understand the need for and importance of enhancing motivation at work place.
2. To identify types, theories and models of motivation suitable to different contexts.
3. To study the concept, methods, merits and demerits of launching a Job Evaluation
Program for structuring the compensation packages.
4. To know the theoretical and practical nuances of the Compensation function
involving Wages and Salaries.
5. To understand the concept, components, contributing factors, significance and
types of productivity in organizations.
6. To examine the correlation between high levels of job satisfaction and
productivity.
7. To know the meaning, symptoms and classifications of stress and the stress
management practices of organizations.
8. To understand concepts such as burnout, Distress and Eustress associated with the
study of stress.
9. To learn about the multifarious factors that is likely to affect the Quality of Work
Life (QWL) of employees of a firm.
10. To trace out the significance of QWL movement in the context of Organization
Development and effectiveness.
11. To appreciate the challenges faced by Human Resource Managers in creating a
system of satisfying working conditions in an organization.
4.1 Introduction
Human resource activities are based on the propositions that highest goals can be achieved
only by developing and maintaining a loyal, efficient group of employees, who believe in
the company, who gain satisfaction from their work, and from whom extraordinary
achievement is an individual ambition. In order to achieve these conditions a professional
would need a strong foundation on the variables like morale, motivation, compensation
and Quality of Work Life, which are being elaborated upon in this unit. In the absence of
an amiable and cohesive human resource environment, an organization's activities would
see a gradual decline, even if the organization is provided all resources. Organizations that
focus their energies on achieving reasonably satisfying levels of Human Resource
Development indicators tend to be more stable and healthy.
4.2 Principal compensation Issues and Management and Basic Concepts in
Compensation
The total of all rewards provided employees in return for their labor is called by the
generic term "Compensation". Monetary compensation includes both direct and indirect
components. Direct compensation consists of the base wage and incentives. Job-based pay
and competency-based pay are two methods of determining the base wage or salary.
Indirect compensation includes benefits that are mandated by law and those that
employers provide voluntarily. Social security, unemployment compensation, and
workers' compensation are benefits that employers provide. Allowances for house rent or
to meet escalating cost of living, Insurance and vacation pay are commonly offered
benefits and perquisites that are not required by laws. Factors like minimum wage
specified by legislation, the market rate for different qualifications, an organization's
ability to pay and the compensatory factors other than pay that an organization could offer
to its employees are some of the determinants of compensation levels.
4.3 Wage and Salary
Wage and Salary is together known as pay. While wage specifies the worth of the job,
salary specifies the worth of the person. Salary is usually paid on a monthly basis while
wage could be paid daily, weekly or fortnightly. Wage is usually associated with manual
work and comes with provisions for overtime work, while the word salary is used to refer
the remuneration for white-collar staff, professionals and managers. Wages and salaries
have also been used interchangeably. Both wage and salary help to achieve effective
employee performance.
Wage is the part of total production that is the return to labor as earned income as
distinct from the remuneration received by capital as unearned income. Wage freeze
refers to a temporary fixing of wages at a certain level, especially during economic
difficulties. The term "Real Wage" represents the purchasing power of the money given
as wage. Fair wage is a wage that is commensurate with a person's effort. Subsistence
wage is the barest minimum possible wage required to be earned by a person in order to
sustain his or her life. Wage scale is a graduated scale of wage rates for different levels of
work.
The components of pay usually consist of a Basic part, Dearness Allowance,
House Rent Allowance and City Compensatory Allowance. Besides these, organizations
may also provide reimbursements of educational and medical expenses of the employees
and their dependents. Some also pay commissions and incentives to their employees.
Perquisites include vehicles, phone rentals, home-furnishing costs, newspapers and
magazines, paid domestic help or drivers, membership in clubs, accommodation in
guesthouses and so on.
Pay scale is the numerically expressed statement about the beginning minimum
and the final maximum basic pay and the annual increments and the subsequent slabs after
which the rate of increase in the basic would be different. For example, a pay scale of
"9,000 ? 400 ? 11,000 ? 600 ? 14,000" implies that the salary starts with a basic of Rs.
9,000/- followed by an increment of Rs. 400/- every year until 9,000 becomes 11,000.
From then onwards, there would be an increment of Rs. 600/- in the Basic Pay until one
reaches Rs. 14,000/- which is the final limit of the present scale. Beyond this year, the
person may be considered for being placed on a higher pay scale or, the pay scales of the
entire organization could be reformulated.
4.4. Recent trends in Compensation
In the year 2000, a Compensation Survey conducted by Synergy Consultants at four major
locations in India where maximum Information Technology (IT) professionals work
Industry reflected the following trends:
* Organizations began to pay scarce-skill premium. This gets skilled people who are
ineligible to be fixed at pay scales of higher echelons due to their junior status, but have
very rare skills which are crucial to the success of organizations. The premium would
continue as long as the skill set remains to be rare.
*
The differentiation in salaries between employees with different skill-sets, but
same length of experience, has increased within the IT industry. The variation is as large
as 60% based depending upon the skill-sets and exposure to different knowledge areas.
* The differentiation in salaries has also increased between Multi national
Corporations (MNCs) doing development work in niche areas and others.
* The base salary range for Project Managers and senior technical professionals has
increased by 40% - 50% and even higher for professionals with strong people-
management skills.
*
Compensation has increased substantially, by 33% - 48% at the threshold level of
engineers with 3+ years to 4+ years of software development experience. The increase is
also dependent upon the company's position in the business cycle.
* Most companies still exist with skill shortages. Therefore, the trend of salary
increases substantially in excess of inflation adjustment continues unchecked.
* Salary levels for international placement of software professionals have also
increased by 20% - 25%. At the same time, some companies have reduced the expertise /
skill levels without increasing salaries in absolute terms.
* There is a greater tendency now to structure compensation by including anywhere
between 10% - 50% of total compensation as performance incentive / reward or flexible
payments.
* The attractiveness and usage of Employees Stock Option Plan (ESOP) and similar
schemes at entry level have come down substantially. Many professionals look at ESOPs
only as an extra element, which does not greatly impact upon their decision about joining
a company.
* Many more multinational and leading Indian companies in the Information
Technology area are now making a serious effort to convey their HR orientation and are
taking specific steps in implementing multi-skill and behavioral training and introducing
pro-active employee retention schemes.
4.5 Wage Policy
Wage is the source of livelihood for the recipient employee while it is viewed as a
production cost by the employer who pays it. Wage policies are principles acting as
guidelines for determining wage structure. They expected to insure minimum standards of
comfort and decency to the wage-earners. A wage policy statement of a for-profit
organization, usually contains references to the starting rates for all grades, instructions on
when to hire below/above the starting rates, the wage period by which wages are payable,
provision for severance pay, the period for which each wage revision would be applicable
and whether increment is to be fixed amount or as a percentage of present pay.
Other points that may be covered in a wage policy may include the ratio of fixed
wage versus variable pay, the ratio of gross pay versus `take home' pay, the lower and
upper limits of wages and perquisites, the wage differentials between the highest paid and
the lowest paid worker, possibilities of profit-sharing and such other matters, as may be
considered relevant. An organization establishes compensation policies that determine
whether it will be a pay leader, pay follower or strive for an average position in the labor
market.
Pay leaders are organizations that pay higher wages and salaries than competing
firms. Using this strategy, an organization would aim to attract high-quality, talented and
productive employees with whom they could achieve lowering of per unit labor costs. Pay
followers are organizations that choose to pay below the going rate in the market because
of a poor financial condition or a belief that they simply do not require highly qualified
employees. Difficulties occur when this policy is followed, as only less committed,
desperate and poorly equipped personnel tend to join a firm with such policies of
remuneration. Those who choose to pay an average rate, appear to believe that they could
employ requisite number of qualified people at the same time remaining competitive, as
they would not have to increase the selling price of goods and services on account of
salaries paid.
A policy on wages, salaries or perks should cover the due date of subsequent
review, the method of review, rules for hiring below the minimum, at minimum and above
minimum rates, and the authority and control for making changes in wage patterns. The
policies might also cover the percentage of raises permissible during promotions, the cost
of living allowance (COLA) or the Cost of Living Indices and related adjustments to
wages, rules for special raises, criteria for fixing annual increments based on merit and
seniority and schemes of flexible payment and benefits.
4.6. Compensation and Benefits
A system of wage and salary administration should be carried out in such a manner that
employees are attracted, retained, motivated, recognized, appreciated, treated fairly and
equitably. Some organizations choose to pay high salaries and confine themselves with the
statutory benefits. Some organizations try to offer unique and elaborate schemes of
benefits while restricting their pay scales to the minimum levels permitted by market
conditions. The system should also ensure accurate calculation of earnings owed to each
of the employees for purposes like overtime, performance rewards, incentives payments
and allowances, by the employer and make sure that pay is distributed in time and with
proper records. The system should control costs, comply with the statutes and be easy to
administer.
4.7. Wage Fixation
Wage is fixed based on the value of the amount fixed by wage boards, cost of living in the
locality, productivity shown and promised by workers, work to the organization, the
scarcity of the skill in the labor market, the difficulties in the job that determine the
number of people willing to undertake the job, the affordability of the employer, the extent
of prosperity in the industry in a given period and based on the bargaining power of the
workers and their unions. Wage-Productivity relationship is ordinarily taken as a rational
basis for wage revision. An increase in output per unit of labor is always a ground for
workers to press their claim for higher wages as their due share of the rise in profits.
Wages may be of two types such as time rate and piece rate. They are fixed with
the help of industrial engineering and Personnel departments and are administered by the
payroll departments, according to the provisions of the payment of wages law at rates
equal to or above the minimum wage law. Equal remuneration for equal work without any
discrimination on grounds of gender has been guaranteed by the law. Wage laws insist that
wage be paid in cash and not in kind. They also state that the maximum permissible wage
period would be thirty days. They even specify the list of deductions permissible, subject
to a ceiling. Recovery of loans, contributions towards social security measures like
Provident Fund and Employees' insurance, damages recoverable from the employees for
loss incurred due to the person by the employer, etc. are some of the authorized
deductions.
4.8. Incentive Schemes
The term `Incentive' means inducements offered in order to get better outputs from
people. Incentive schemes are used to enhance the motivation level by tapping the
ambitions of the employees to earn more. Incentives tend to influence individuals to
stretch their capacities and personal objectives and carry out special tasks and take
initiative. Incentives become necessary because people with less ability to perform a
specific task but stronger will or motivation are able to perform better than people with
superior ability and lack of will. Group incentives have the potential to harness individual
efforts towards greater teamwork and synergy.
4.9 JOB EVALUATION
Job evaluation is defined as the process of objectively analyzing and assessing the value of
each job in relation to other jobs in an organization. It aims at finding the relative worth of
a job and to establish a rational and equitable pay structure. Fredrick Taylor was the
pioneer who designed a formal, systematic way of assigning pay to jobs for improving
productivity. His methodology came to be known as Job Evaluation. It compares jobs to
one another based on their content, which is usually defined in terms of compensated
factors such as skill, effort, responsibility and working conditions. It is mostly a
judgmental process that demands close cooperation between supervisors, HR specialists
and the representatives of employers and employees.
Industry has become increasingly aware of the need for a systematic and an
objective approach to setting the worth and price of each management position in relation
to others within a business management group, and to similar management positions
within a geographic region or an industry. While the shop floor and clerical planners
normally evaluate a job in terms of its duties, a managerial position is always evaluated in
terms of responsibilities, which could include those related to making others perform their
duties.
Job evaluation is highly dynamic in nature. It is not a one-time project but is
something that must be maintained on an ongoing basis. Jobs do go through change and it
is imperative that when any alteration happen the job evaluation has to be reviewed and
amended to reflect the change. Since Job evaluation examines the effect of skills,
capabilities, responsibilities and work environment on the performance of the job in a
particular context, it cannot be automatically transplanted from one company to another.
There would be a lot of localized adaptation before finalizing a job evaluation format.
Since salaries paid depend upon the classification of jobs, job evaluations would have to
be done conscientiously and administered judiciously.
Job evaluation rates the job and not the person going to occupy it. The cycle of job
evaluation is launched first by way of creating a by a committee of personnel trained in the
process, consisting of heads of various departments, representatives of employees and a
specialist on the field, along with the team of Human Resource Department. The team of
raters would use the job descriptions to determine the relative worth of every job in
comparison with others. In this process, the committee should subject all the relevant
external and internal factors into their active consideration before arriving at a final
scheme of fixing pay scales. A general guideline provided to these committees is that too
many levels of pay scales should be avoided through proper grading of jobs.
Once the jobs that are to be evaluated are listed out, the committee sets its tasks
towards analyzing the jobs and preparing job description statements with regard to each of
them. The next activity would be to select the method of evaluation to be adopted, keeping
in mind organizational constraints and the job factors. This activity is followed by the
classification of jobs in order of importance. Once installed, the scheme of job evaluation
should be reviewed periodically. The review should also benchmark at model
organizations emerging out to be the best paymasters in the perception of prospective
employees.
4.9.1. Methods of Job Evaluation:
There are four commonly adopted major methods of job evaluation, each with their own
inherent strengths. They are called ranking method, job classification method, factor
comparison method and point method.
Ranking Method:
The raters examine the description of each job being evaluated ad
arrange the job in order according to their value to the company. Thus all jobs are rank
ordered and pairs of jobs could be compared. Prior to this, the organization would have to
conduct job analysis and job description. It is the simplest of all methods and is
inexpensive. A major hurdle in using this method is that it does not measure the
differences between the jobs belonging to two ranks. Thus, the magnitude of the difference
between the jobs ranked first and second, may not be the same as the magnitude of the
difference between jobs ranked third and fourth.
Classification Method (Job Grading Method): This method involves defining a number
of grades or classes to describe a collection of jobs. The team of raters compares the job
description with the class descriptions based on jobs at various difficulty levels. It is
simple to understand and easy to use. But at times, the grade descriptions could be
ambiguous and overlapping.
Factor Comparison Method:
The raters make decisions on separate aspects or
factors of the job as they evaluate jobs. The five universal job factors are
Mental requirements, which reflect traits such as intelligence, reasoning and
imagination.
Skills pertaining to psychomotor coordination and interpretation of sensory
impressions and the experience, education and training required to acquire them in
requisite levels.
Physical requirements that involve sitting, standing, walking, lifting etc.
Responsibilities that cover areas such as handling raw materials, equipments,
machinery, public relations, employees, money, records and supervision.
Working conditions, which reflect the environmental influences of noise,
illumination, ventilation, hazards, annoyances and working hours.
Point method is an approach to job evaluation in which numerical values are assigned to
specific job components and the sum of these values provides a quantitative assessment of
a job's relative worth. The Point method of job evaluation consists of first developing
compensable factors on which each job must be evaluated. The collection of these key
factors is called manual or yardsticks. Each of these key compensable factors has a scale
value which defines the degree of presence of that factor. Each job is rated on these key
factors and a value is assigned accordingly.
Jobs are divided into a specified number of grades so that when rates are
established they are not applied to individual jobs but rather to groups of jobs that are
rated about the same number of points. In choosing point factors, the organizations decide
on the particular job components that they should value. The advantages of this method
are that a large number of specific factors are included. Off-the-shelf, ready-made plans
are also easily available for a price from HR services and consultancy firms. If an
organization prefers to save costs by developing a complete plan internally, it would be a
time consuming process and more difficult to understand. There is also greater opportunity
for people involved to disagree on many grounds.
4.9.2. Causes of Resistance to Job Evaluation
Employees might find it difficult to understand the intricacies of Job evaluations. Hence
the pay-scales fixed through job evaluations might susceptible to suspicion from who
might view them as tools of clever manipulation and over-exploitation. Supervisors should
have complete knowledge of the evaluation system and be able to explain and convince
the employees about the job evaluation plan. The most talented and competent employee
tend to resent the wages fixed through job evaluation, as they expect their contribution
must get extra reward. In a world of fast changing technology and rapid mobility of capital
and labor, job evaluation carried out at great investment of time and cost might soon loose
their relevance and might need complete revision. Practices like poaching talents from
another organization and relaxed working conditions for some employees, might make a
mockery out of job evaluations.
Obtaining a precise value of an employee's contribution to the organization might
be difficult, as work output occurs due to the interplay of large number of factors. Job
evaluation helps to reach a reasonable degree of accuracy in achieving this valuation. Job
evaluation would have greater chances to succeed when it does not disturb the existing
promotion paths or the traditional pattern. It is not likely to succeed when the organization
is not paying above market rate and if it results in too drastic pay revisions within existing
structures. At times, the geographic isolation of an organization could also make it less
comparable to other employers. Employees' Unions could totally reject or even nullify the
outcomes of job evaluation if the employer's relationships with most of them are not
cordial.
4.10. PRODUCTIVITY:
Productivity might be described as the rate of production per unit of input expenditure
involving time and cost. Some describe productivity as the judicious use of productive
resources-physical as well as mental. It is the numerically stated measure of how well an
operations system functions and an indicator of the efficiency and competitiveness of a
single firm or department. Productivity is used by people to mean different things. To the
employers, productivity means lower and lower costs. To the employee it could mean
harder and harder work, and therefore lesser real wages than the past years for work of
equal intensity and hardship.
Productivity is considered to a function of factors like physical factors, situational
factors and individual factors. An employee's productivity is determined by that person's
motivation and ability to perform a task. In case of teamwork, a group's size,
compositions, norms, interpersonal understanding, cohesion and its leadership would
determine the group's productivity. In the same way, an organization's productivity
would depend on its culture, climate, leadership, vision and missions, learning and
entrepreneurship. The exponents of productivity regard labor productivity as one of the
basic rods of measurement of economic development and as one of the key determinants
of national income.
Tom Peters and Waterman, the specialists on organizational excellence, have paid
due emphasis on productivity improvements that are achieved through people. According
to them, progressive organizations would treat the ordinary members of the organization
as the basic source of productivity and quality gains. These organizations do not regard
capital investment and labor substitution as the fundamental source of productivity
enhancement. Their people orientation is marked by performance consciousness, but the
personal achievements stem mainly from developing mutually high expectations and peer
review rather than exhortation and complicated command and control systems. They work
very hard to cut the need for intrusive forms of corporate management, believing that the
less of direct intervention from higher management there is the better it is for the
productivity of the organization.
Peter Drucker (2002), the renowned Management Guru identified different types of
productivity such as plant productivity, material productivity, financial and capital
productivity, machine productivity and human productivity. Human productivity is further
classified as managerial and labor productivity. He has emphasized productivity through
the following statement "A productivity measurement is the only yardstick that can
actually gauge the competence of management and allow comparison between
managements of different units within the enterprise, and of different enterprises".
Poor productivity is the result of several factors like lack of adequate planning,
failure to be proactive in preparing for alternatives, incompetence, insufficient training,
weak discipline, low standards and disharmonious relationship between employer
employees. Other phenomena that could result in productivity problems include de-
motivation, lack of commitment towards job and organization, tolerance towards wasteful
practices, bloated human power, nepotism, impeding bureaucracy, dysfunctional
competition, conflicts and alienation among employees. Inadequate office support, lack of
proper equipments, shortages of supplies, excessive reporting requirements and
unpredictable workloads are also common situational constraints.
Productivity could also be affected by certain restrictive practices which might be
in the form of outmoded, irrational or unreasonable rules or customs which unduly hinder
the efficient use of labor. At times, work groups might seek to maintain traditional rights
and prerogatives in the context of changed circumstances and technological advance.
Some times, wage-productivity linkage might have to be examined for commensurability.
Hence it might not be worthwhile for any manager to aim straightaway at productivity
improvement without addressing these underlying impeding factors.
Productivity in certain cases might also be impaired due to human causes. This
might include pressures from coworkers to limit one's performance in orders to check
work targets from shooting up or prevent downsizing. Inadequate performance by
coworkers could also affect a person's productivity if the latter is an internal customer of
the former. There could be situational constraints due to colleagues in the form of turnover
of key personnel and absenteeism. Elton Mayo, the father of Human Relations School of
management thought concluded that behavior and sentiments were closely related. He
established that group influences significantly affected individual behavior, that groups'
standards established individual worker's output and that money was les a factor in
determining output and productivity than aspects like group standards, group sentiments
and groups' security.
The problem of increasing productivity implies the complete, appropriate and
efficient utilization of available resources of human beings, machines, money, power,
land, time and other wherewithal. Productivity as a concept connotes a mass attack on
waste of every type of resources and in all fields of production. It implies development of
a constant urge to find improved, cheaper, quicker, easier and safer ways of doing a job,
manufacturing a product or providing a service.
4.10.1. Job-Satisfaction and Productivity
Many employers set the goal for making employees happy on the assumption that this will
lead to high productivity. This is possibly a misdirected assumption. Managers who follow
this strategy could end up with a very happy but poorly performing group of employees.
While unhappy workers might become unproductive, happy workers are not always
productive workers. If feeling of satisfaction does have a positive effect on productivity,
which effect has been found to be fairly small and negligible. Peak performance in an
individual depends upon a myriad of variables like visualization, positive self-concept,
intense focus and concentration while facing demanding situations.
Factors affecting productivity would also differ according to the nature of the job.
An employee's productivity level on machine-paced jobs is going to be more influenced
by the speed of the tools and mechanical devices than by his or her level of satisfaction.
However, the satisfaction-performance correlations are found to be stronger for higher-
level employees. Thus, one might expect the relationship to be more relevant for
individuals in professional, supervisory, executive and managerial positions rather than for
manual workers. In front office jobs that involve direct face-to-face interaction with
customers and other visitors, satisfaction could influence the subtle forms of behavior of
employees including their postures and gestures, which could alter their personal
effectiveness.
The more valid conclusion emerging amidst management scientists is that
productivity would lead to satisfaction than the other way round. Managers would get
better results by directing their attention primarily to the question of what will help
employees to become more productive. Successful job performance should then logically
lead to feelings of accomplishment. The secondary outcomes would be in the forms of
increased pay, perquisites, promotions and other automatic rewards which are desirable
outcomes of working hard and smart, from a job-holder's point of view. These feelings
would then contribute towards satisfaction with the job.
Based on continuous field experience and experimentation, Edward Deming
presented his fourteen principles for achieving quality and reliability. Some of the
principles have a bearing on productivity as well. For example, Deming has urged
managers to reduce fear throughout the organization by encouraging open, two-way, non-
punitive communication. This was because the economic loss resulting from fear to ask
questions or reporting trouble was appalling. Deming also appealed to manufacturers to
help reduce waste by encouraging design, research, and sales people to learn more about
the problems of production. Two sources of waste were identified by Deming namely
system and local faults. He urged the managements to use statistical techniques to identify
them and strive to constantly reduce wastes.
Deming called for the elimination of the use of goals and slogans to encourage
productivity, unless training and management support is also provided. Close examination
of the impact of work standards was recommended to ensure if they considered quality or
helped anyone do a better job as they often act as an impediment to productivity
improvement. Institution of rudimentary statistical training on a broad scale, institution of
a vigorous program for retraining people in new skills, to keep up with changes in
materials, methods, product designs and machinery were the other principles advocated by
Edward Deming.
4.11. EMPLOYEES' MORALE AND MOTIVATION
MORALE: Employees' Morale in general refers to the atmosphere created by the
attitudes of the members of an organization. According to the Oxford Dictionary, Morale
is understood to be the mental and emotional attitude of a person or group with regard to
aspects like confidence, optimism, enthusiasm and willingness. It depicts the degree of
contentment with one's lot or situation. Morale can be drastically improved through
morale-boosters like an event, occurrence, or saying which has the potential to change the
attitudes of employees. The subject of morale has been gaining the attention of industrial
and organizational psychologists and management researchers for more than half a
century, since the 1950s.
Morale and productivity are said to be positively correlated, especially combined
with group cohesiveness, though the increase in productivity is not always proportionate to
the extent of morale improvement. Morale could be built in many ways. A free, frank and
fair approach to managing by employers pave way for good morale and organizational
health. Employees watch closely to see whether profits are being pumped back into the
organization as facilities, whether old equipments are being replaced with new ones,
whether new jobs are getting added. All of these things are tangible and highly visible
signs of a progressive company and hence they build and improve morale.
Signs of poor morale include sluggishness or tardiness, high levels of employee
turnover, constantly complaining about trivial issues, arriving late and leaving early, or
taking off without any satisfactory explanation, dragging out tea-breaks and mealtimes to
get the maximum amount of time away from work, blaming colleagues, non-observance of
instructions, being reluctant or un-cooperative when extra effort is needed, not measuring
up to standards and neglecting to follow instructions.
Results of low morale among employees would include harping back to the past
and mulling over failures, developing self-defeating attitudes, ignoring organizational
communications, grudgingly accepting the situation, complaining constantly without being
prepared to do anything about it, abdicating personal responsibility for performance-
inadequacies of the organization and indicating that there could be no expectation of high
standards within the organization.
4.11.1. Basic Assumptions about Motivation:
First assumption is that motivation is commonly assumed to be a desirable
phenomenon.
Second, motivation is just one of the several factors that goes into a
person's performance, the others being ability, authority, resources, and
physical working conditions.
Third, managers and researchers alike assume that motivation is in short
supply and in need of periodic replenishment.
Fourth, motivation is a tool with which managers can arrange job
relationships in organizations.
Factors affecting employees' morale usually include the leadership, the co-
workers, the nature of work, the work environment, the management body of the
organization and the nature of supervisors. Morale building could be effectively achieved
by planning and implementation of proper remuneration, perception of job security, job
enrichment, organization structure, grievance handling, counseling and greater
participation by employees in the management of their organization.
Signs of good morale are described by three words namely "staying, speaking and
sweating" by the employees. Staying refers to remaining in the organization despite
getting lucrative offers from outside. The word `Speaking' is used here to mean talking
positively about the organization to its stakeholders. Slogging involves putting the extra
effort for the progress of the organization or bearing additional burdens for the benefit of
the organization. High morale facilitates cooperation and enhances a sense of unity or
"espirit-de-corps" among people working together. It could attract and retain competent
employees. It creates favorable image and an inclusive atmosphere among an
organization's stakeholders.
The interplay of mind and body of oneself and behavior of self and others would
influence morale. Morale would suffer the most severe test of endurance in jobs in which
the future remains unpredictable, or a job in which the co-workers are of unfriendly nature
or when employees are holding grudges or feelings of resentment against each other.
Morale could also be deteriorating if employees feel stifled or their voices suppressed and
were unable to grow or when employees don't feel that they are getting consistent,
unconditional, impartial and adequate recognition from their employer and supervisors.
4.11.2. Motivation:
Motivation is said to be a combination of all those inner tensions or the needs that we
describe as hopes, wishes, desires, fears, and intentions. Stephen P Robbins (1994) has
defined motivation as the willingness to exert high levels of efforts towards organizational
goals, conditioned by the effort and ability to satisfy some individual need. Motivation
includes any inner state that activates and moves people. It invokes the urge or compulsion
to do something. It is an inner process that begins with an awareness of a need or a sense
of tension and proceeds through the satisfaction of that need or the dispersal of that tension
to the awareness of another need or the sense of further tension and so on. Motivated
employees could be in a state of tension, to relieve which, they exert effort. Motivation
backs employees' abilities to bring about performance and this could be represented as the
following formula: Performance = f (ability X motivation)
Motivation according to Harold Koontz and Cyril O'Donnell (1982) is a general
term applying to the entire class of drives, desires, needs, wishes, wants and other similar
forces. According to the Encyclopedia of Management, the term `Motivation' refers to the
degree of readiness of an organism to pursue some designated goals and implies the
determination of the nature and locus of forces including degree of readiness. Motivation
is the result of the interaction between the individual and the situation. Individuals differ
in their needs, attitudes and motivational drives, and hence efforts to improve their
motivation should also be individualized.
4.11.3. De-motivation: De-motivation is both insidious and debilitating. Disappearance of
or reduction in motivation levels is called de-motivation. De-motivated employees would
prove a costly liability to an organization. Being able to spot that people are not happy in
what they are doing is a prerequisite for motivating them. Eliminating negative attitudes as
well as understanding individual needs are the key components in the process of
motivating people to work better. When jobs become too specialized or divided into
narrow, minute tasks, boredom and frustration could begin. Such frustrations arise out of
disappointment or irritation at being thwarted from one's goals or wants.
Inadequacies in the QWL factors could lead to further de-motivation. Delay in
handling grievances expressed repeatedly would take de-motivation to alarming levels and
employees might begin to rebel strongly at this stage. Since all managers have to get the
work done through others, motivating these significant others is the key to their
effectiveness. Hypocrisy, lack of transparency, unfairness or discrimination, frequent
changes in the environment, and substandard quality of products or services sold by an
organization could be powerful de-motivators.
A strong de-motivating factor in manufacturing organizations involves complete
compartmentalization of individual's work into watertight zones, makes the person treated
like a piece of equipment or tool that performs only one job. Many a time one finds a total
mismatch between the words and the actions of a supervisor or manager. In order to be
soothing to the employee, assurances are given about something which cannot be carried
out. Such hypocrisy and evilness noticed in the management is one of the strongest de-
motivators. A typical hypocrisy would be observed in an organization that is inviting
"feedback" with "openness" from the employees, but in fact, using it as a tool to identify
the potential rebels in the workforce.
4.11.4. Meaning and Importance of Motivation
The health of an organization depends largely on the motivational forces operating within
its personnel. Motivation is concerned with why people choose to do one thing rather than
another, at certain times than others and also with the amount of effort or intensity of
action that people put into their activities. Motivation can be defined as the will to do, the
urge to achieve goals and the drive to excel. Motivators are forces that increase job
satisfaction and induce individuals to perform and are underpinned by the individual's
values, beliefs, attitudes, needs and goals. Performance could be viewed as the result of
the additive or even multiplying effect that motivation could have on a person's numerous
capabilities. It is therefore natural, that maximum attention is paid at supervisory level to
motivate their team members.
4.11.5. Needs and Motivation
The behavior of an individual at a particular time is influenced by his or her needs. Need is
a condition of lacking or requiring some necessary thing, either physically or (now)
psychologically; destitution, lack of the means of subsistence or of necessaries, poverty.
Need is an internal state that makes certain outcomes appear attractive. The strongest need
is likely to have the greatest influence on employees' behavior. Motivation is said to relate
to need in that a person with a particular need will be motivated to engage in behavior that
will lead to the gratification or satisfaction of that need.
4.11.6. Types and Techniques of Motivation
When an employee is motivated by the inherent nature of the work rather than what he
would get out of doing it, the work is said to be intrinsically motivating the employee.
Extrinsic motivation is based on the secondary outcomes of work like pay or reputation.
When work is monotonous and drudgery producing, it is more likely to be done for
outcomes like money, fame, power, etc., such factors in work are called extrinsic
motivators. Motivation could be positive in the form of offering rewards or negative in
the form of punishments and warnings. Techniques of motivation includes provision of
financial and non-financial incentives, job enrichment, enhancement of employees'
participation in decision making, praise and recognition, delegation and offering job
security.
4.11.7 Theories and models of motivation
Theories on work motivation may be broadly classified as the content and process theories
based on their emphasis on "what" and "how" of motivation respectively. The content
theories state what type of needs or factors motivate employees, while the process theories
describe the internal thought processes in the employees that lead to motivation. Based on
the period of their origin, the earlier theories are classified as Classical theories and the
latter as modern theories.
Abraham Maslow's Hierarchy of Needs Theory
According to this most commonly known classical theory popular since the mid-1950s,
human needs can be arranged into five levels such as basic or physiological needs
including food, water and air, Safety needs such as a feeling of physical or economic
security and freedom from dangers, which might include housing and job tenure, social
needs such as belongingness, love and affection, esteem needs such as respect, recognition
and reward. Maslow separated the five needs by grouping the first two into lower level
and the remaining three into higher level. The differentiation between the two orders was
made on the premise that higher-order needs are satisfied internally, whereas lower-order
needs are predominantly satisfied externally.
The final stage of the hierarchy is the attainment of self-actualization, which
implies achieving one's fullest potential (attaining a state of what one is capable of
becoming) and self-fulfillment. Abraham Maslow surmised that until a person's more
basic needs are fulfilled, he or she will not strive to meet higher order needs. As each
need is substantially satisfied, the next need becomes dominant. The needs when
translated into an organizational context would mean wages, job-security, recognition,
confidence and pride of excellence.
Alderfer's Existence, Relatedness and Growth Theory
Clayton Alderfer through his ERG theory, reformulated Maslow's theory by reducing the
five level of needs into three namely Existence, Relatedness and Growth. Physiological
and Security needs were combined under the label Existence, while love needs was
renamed relatedness and self-esteem and self-actualization correspond to the growth
needs. While the ERG theory accepted the usual movement from lower order to higher
order needs, it also emphasizes the possibility of more than one need arising at a given
time. Secondly, it states that if a higher order need is not satisfied, an employee may
regress into the pursuit of lower order need.
Alderfer suggested more of a continuum of needs than hierarchical levels of two
factors of needs. Unlike Maslow and Herzberg, Alderfer did not contend that a lower level
need has to be fulfilled before a higher-level need becomes motivating. According to the
descriptions of the ERG theory, a person's family background, upbringing or cultural
atmosphere may dictate that the relatedness needs will take primacy over unfulfilled
survival needs. Thus, there could be persons with genius qualities starving. Similarly in
some cases the more the growth needs are satisfied, the more they will increase in
intensity.
Herzberg's Two Factor Theory:
Fredrick Herzberg and his associates' recommendations are familiar to almost all
managers. They had concluded in their prescriptive two-factor theory, also known as the
motivation-hygiene theory that satisfaction and dissatisfaction with jobs occur because of
different set of factors. While dissatisfaction is caused if the hygiene factors such as pay,
Job security, relationships with superior and peers, status, happiness in personal life,
cordial relationships with peers and subordinates and physical working conditions are not
possible or available in an adequate measure, but their mere presence would not be
sufficient to motivate a person. Motivation at work occurs if another set of factors like
recognition, challenging tasks, opportunity to use one's talents and skills, demonstrate
achievements, chances to learn and grow, are made possible or available to the employees.
Herzberg's theory has contributed to much of the enthusiasm towards job enrichment.
Douglas McGregor's Theory X and Theory Y
The theory is based on two distinct views on the nature of human beings. According to
Douglas McGregor's Theory X and Theory Y, different strokes are meant to be given for
different folks. The theories say that there are two main categories of workers namely the
X type and the Y type. First type of assumption is that people are basically lazy, dislike
work and wait to be told formally about what is to be done and would attempt to avoid it
whenever possible. They would require external control, constant monitoring, continuous
prodding or even punitive measures to do their work, according to Theory X. Because the
theory believed that employees dislike work, it advocated that they must be coerced,
controlled or threatened with dire consequences to achieve desired goals.
The other types of people like to work and produce results and are self-driven. In
order to make them work well, theory Y advocates that the organization will have to
merely create congenial conditions to work and provide them with the autonomy and
respect they deserve. This is also referred to as the Carrot approach, a phrase arising from
the metaphor of tying carrots before horses to make them run forward with desire, as
against the opposite approach of using "stick" to cause pain and make a horse run faster
with fear. Theory Y believes that once given the right conditions, the rest would be taken
care of by these incumbents. Theory Y views employees from a positive perspective and
believes that employees can view work as bringing pleasure as natural as rest or play and
that the average person could learn to accept or even seek responsibility.
Three-Need Theory ? Salient Features:
This theory propounded by David McClelland related motivation with the three
types of needs namely Achievement, Power and Affiliation. People score
differently in each of these needs. There are national differences in the importance
given to one type of need. For instance, Indians usually have high need for
affiliation while citizens of western nations are found to be high on the other two
needs.
The relationship between achievement need and job performance has been well-
supported by research. McClelland found that high achievers differentiate
themselves from others by their desire to do things better. High achievers are those
who tend to dislike succeeding by chance. They prefer the challenge of working at
a problem and accepting the personal responsibility for success or failure, rather
than leaving the outcome to chance or action of others. They perform best when
they perceive that their probability of success as being 0.5, that is, when they
estimate that they have a fifty-fifty chance of success. They dislike gambling when
the odds are high because they get no achievement satisfaction from happenstance
success. Similarly they dislike low odds which have high probability of success,
because there would be no challenge to their skills.
Individuals of the second type, namely those with high need for power enjoy being
"in-charge" and striving for influence over others. They tend to prefer to be
competitive in status-oriented situations. Need for power may be further divided
into institutional powers and personal powers. People seeking personal power like
to inspire subordinates and expect the latter to respect than obey them. Other
managers seeking institutional power tend to use authority, regulations and other
such formal mechanisms and get things done in the interests of the organization.
Affiliation, the third need identified by McClelland is the desire to be liked and
accepted by others. Individuals with high need for affiliation would constantly tend
to strive for friendships, prefer cooperative situations rather than competitive ones
and desire relationships involving a high degree of mutual sensitivity,
understanding and appreciation.
Vroom's Expectancy Theory
This is a process theory of motivation that helps managers to appreciate the complexities
of motivation. Victor Vroom (1964) made an important contribution to managers'
understanding of motivation through his Expectancy Theory, which is an alternative to the
content theories. According to Vroom's theory, individuals' effort is based on their
perceptions of certain factors in the work environment. They are termed as Expectancy,
Instrumentality and Valence. The strength of the motivation to perform a certain act will
depend on the combination of the three factors.
Valence means attraction or repulsion of an outcome to an individual. In order for
the valence to be positive, the person must prefer attaining the outcome to not attaining it.
A valence of zero occurs when the individual is indifferent towards the outcome. The
valence is negative when the individual prefers not attaining the outcome to attaining it.
Expectancy is the expected relationship between effort and successful performance. It is
the probability that a particular action or effort will lead to a particular first level outcome,
such as production or quality. Instrumentality is the performance-reward linkage. It is the
degree to which a first-level outcome will lead to a desired second-level outcome such as
money, recognition, job security or career growth.
Adam's Equity Theory:
Stacy Adams (1963) advocated Equity theory states that employees should be perceived as
fair in comparison with various factors. Adams explained inequity as an injustice
perceived by a person when he compares the ratio of his outcomes in the form of rewards
to his inputs in the form of efforts, with the ratio of the inputs and outputs of another
comparable person and finds that it is to his disadvantage and that they are being under-
rewarded or over-rewarded. For example, when people of same educational
qualifications, age-group, experience-levels and levels of Intelligence quotient are placed,
the first to be employed might be placed in the regular cadre, while the subsequent
appointed persons could be placed in a contractual mode of appointment. Such practices
can bring forth feelings of inequity and de-motivation among the latter.
The referent with which employees choose to compare themselves is an important
variable in equity theory. The three referent categories have been classified as "other,"
"system," and "self." The "other" category includes other individuals with similar jobs in
the same organization and also includes friends, neighbors, or professional associates. On
the basis of information they receive through word of mouth, newspapers and magazine
articles on issues such as executive salaries or a recent union contract, employees compare
their pay with that of others.
The "system" category considers organizational pay policies and procedures and
the administration of this system. It considers organization-wide pay policies, both implied
and explicit. Precedents by the organization on matters of allocation of pay are major
determinants in this category. The "self" category refers to inputs-outcomes ratios that are
unique to the individual. It might reflect past personal experiences or other occupations
presently held. The choice of a particular set of referents is related to the information
available about referents as well as to their perceived relevance.
On the basis of the nuances of equity theory, when employees perceive any
significant inequity in their working conditions or pay, they might follow any one or more
of the following options:
a. Distort either their own or other's inputs or outcomes;
b. Behave in some way to induce others to change their inputs or outputs;
c. Behave in some way to change their own inputs or outcomes
d. Choose a different comparison referent and /or
e. Give up and quit their jobs.
Goal setting theory of motivation:
This theory proposes that an individual's purpose directs his actions. In other words,
intention to work toward a goal is a major source of motivation. According to the
advocates of this theory, specific goals would be increasing performance and difficult
goals, when accepted, would be resulting in higher performance than easy goals.
Reinforcement theory on the other hand, states that behavior is a function of its
consequences and explains as follows: Any consequence immediately following an action
increases the probability that the action would be repeated by the individual. Thus, this
theory might be described as a counterpoint to goal setting theory.
4.11.8. Motivation Potential of a Job ? A model
Oldham and Hackman (1975) devised a formula for identifying five factors collectively
referred to as the Core Job Dimensions or characteristics. They developed a mathematical
index describing the degree to which a job is designed so as to motivate people, as
suggested by the jobs characteristics model. It is computed based on employees' responses
to a questionnaire called by the two social scientists as the Job Diagnostic Survey (JDS).
The dimensions are as follows:
Skill Variety: This dimension of job denotes the extent to which any particular job
permits and utilizes a range of skills, abilities and talents of the employees. If a job
does not permit the use of variety of skills, then this aspect of motivation could be
compensated at the personal or social lives of the employees or in any other part
time employment undertaken by a person.
Task Significance: This refers to the importance of the impact that a job has on
the lives and prosperity of others, both inside and outside the organization. For
example, a typist habituated to making typing errors, gave an error-free output on
the day when he was told the importance of the document he was going to type.
Task Identity: It indicates the extent to which the job involves a "whole" and
identifiable piece of work. According to this aspect, an employee needs to know
the whole picture of which he is an inherent component part.
Autonomy: This reflects the extent to which the job provides an employee the
freedom, independence and discretion to schedule work and make decisions and
formulate procedures to get the job done without interference from others.
Feedback (Knowledge of Results): The extent to which a person gets pointers to
success through opinions secured from others as reaction to one's performance. It
might also indicate the extent to which the persons who are working on the job can
assess on their own, whether they are doing things right or wrong even as they are
performing.
Based on the five dimensions, a formula for motivation potential of a job is arrived
at as follows: "Motivation Potential Score (MPS) = (1/3) X (Skill Variety + Task
Significance + Task Identity) X (Autonomy X Feedback)". It may be seen from the above
formula that Autonomy and Feedback are two dimensions, which have a multiplier effect
on motivation, and hence a greater significance than the other three factors. If one of the
two factors is absent in a job, it will have no motivating potential at all, whereas if the skill
variety is less or task significance is less, motivation potential of the job could be
enhanced by improving the other components to a considerable extent.
4.11.9. Porter and Lawler Model of Performance Satisfaction
The model explained by Porter and Lawler is a comprehensive description of motivation.
They have viewed motivation, satisfaction and performance as separate variables relating
in different ways. According to the model, effort, which is the force of motivation, does
not directly lead to performance bus is mediated by abilities, traits and role perceptions,
followed by rewards and their perceptions. There are four variables in the model namely,
effort, performance, rewards and satisfaction.
Effort means the energy exerted by an individual employee for performing a given
task. The effort depends on the value of reward and perceived probability of effort-reward
linkage. Efforts mediated by traits and abilities and role perception lead to performance.
Performance refers to the result measurable objectively. It depends on the effort put up by
the individual. Rewards are obtained through performance and satisfaction is derived.
Rewards may be extrinsic, that is in the form of a secondary derivative of work, or they
could be intrinsic, which are inherent in the job itself. Satisfaction is the internal state of
being contented depending on the rewards received.
4.12 WORK-RELATED STRESS AND MANAGEMENT OF STRESS:
Stress is a particular relationship between the person and the environment, which is
appraised by the person as positively challenging or negatively taxing or exceeding his or
her resources and endangering his or her well-being. Stress is described is a dynamic
condition in which an individual is confronted with an opportunity, constraint or demand
related to what he or she desires, for which the outcome is perceived simultaneously to be
both uncertain and important. For example, employees might be stressed when
performance review is taking place, during which a person is unsure of the nature of the
ratings he or she would receive. At the same time, the person is fully aware that while a
good review might lead to tremendous improvement in pay and positions, a mediocre or
poor rating could lead to being removed from the job. Though the stress might be work-
related, they might have been caused by personal factors, or job-related factors.
Different types of Stress affects people's work lives. Not all stress would be
termed as bad and therefore, the goal of stress management is not to entirely eliminate
stress from people's lives. Stress can have positive effects. Positive stress or Eustress can
help people to respond quickly and with adequate force in times of emergencies such as
avoiding an automobile collision, moving away from flying objects, fighting a fire etc.
Positive stress is useful in speeding up the pace of work to meet deadlines. It helps one to
push one's limits to improve performance rapidly and to realize one's fullest potential over
a period of years in career.
Neustress is a type of stress that is neither helpful nor harmful to the persons who
are stressed. Stress could be sometimes anticipatory in which arousal is stimulated by an
expected stressor. This is often caused by inadequate preparation or pessimism. Current
stress is arousal that takes place during an experience. Stress could also be residual at
times, in which the arousal continues to remain even long after the stressful event has
passed. Inability to overcome the trauma of an event is the cause of residual stress. Lack of
support during and first aid immediately after stressors could be the causes of residual
effects on people.
4.12.1. Symptoms of negative stress: Stress might manifest itself in a number of ways.
The symptoms may be physiological, psychological and behavioral. For example, stress
could create changes in metabolism, increase heart and breathing rates, increase blood
pressure, bring on headache, tighten shoulders, stuttering in speech, creation of trembling
all over the body, backache and arthritis, induce heart attacks or reduce appetite in a
person. Alternatively, an employee who is experiencing a high level of stress may have
psychological impact and as a result might become depressed, compulsive in action,
irritable,
confused,
bored,
accident-prone,
startled,
argumentative,
distracted,
procrastination-prone or indecisive. Behaviorally related symptoms of stress include
changes in productivity, absence, turnover, increased smoking or consumption of alcohol,
fidgeting and sleep disorders.
Stress contributes to illness at least in four ways:
By imposing long-term wear and tear on the body and mind, thereby reducing
resistance to disease.
By directly precipitating an illness such as tension headache or heart attack.
By aggravating an existing illness such as increased arthritic pain or flare up of
psoriasis.
By precipitating unhealthy or illness-generating coping habits like smoking,
alcohol abuse, over-eating and sleep deprivation.
4.12.2. Concern over stress in Organizations: Stress has been taking the toll of a
sizeable segment of valuable human resources in organizations every year. Health
authorities estimate that stress plays a role in at least 50% of all forms of physical illness.
A Gallup poll as early as 1994 reported that 71% of the respondents viewed their jobs as
the most frequent cause of negative stress. Effects of stress include some of the most
serious and life-threatening ailments known in the field of medicine. Therefore,
organizations have begun concerted efforts to enable employees to effectively handle the
inevitable stress.
Stress management programs are systematic efforts by organizations designed to
help employees reduce harmful stress. These programs include extensive in-house as well
as external training concentrating on techniques of busting stress like transcendental and
other forms of meditation, deep breathing, self-relaxation, physical exercises, developing
positive attitudes, anger management, time management and lifestyle modification. Some
organizations rely on help from their comprehensive Employee Assistance Programs
(EAP) and counselors in meeting various psychosocial problems of their employees like
drug and alcohol abuse, sickness and disability, indebtedness and family breakdowns.
People vary in their relation with stress. One style of relating is being stress-
seekers who thrive on challenge, risk and sensation. Stress-avoiders thrive on security,
familiarity and avoiding challenges and risk. Distress seekers thrive on misery, illness,
crises and martyrdom. Distress avoidance is a style of thriving on health, contentment,
involvement. Distress-provokers thrive intentionally or unintentionally on creating misery,
disharmony, illness or upsetting others. Distress reducers tend to thrive on doing
everything possible to promote growth in those whose lives they touch.
According to Schafer (2004), good managers of individual stress tend to practice
the following habits in their lives:
1. Anticipate, monitor and regulate stressors as far as possible.
2. Become aware of and control their interpretation of stressors
3. Believe that they can influence events and their own reactions to those events.
4. Practice daily deep relaxation to balance positive and negative stress
5. Use mental and physical on-the-spot tension reducers to control arousal
6. Maintain positive health buffers such as daily exercise, good eating habits,
adequate sleep and healthy pleasures to build stress resistance and prevent
stress build-up
7. Recognize early warning signs of mental and physical distress.
8. Develop means of mobilizing and controlling stress in performance situations.
Tranquility and serenity are rare in human existence. However, some jobs like that
of office managers, sales persons, drivers and security officers do expose the people who
hold them to high levels of stress than others like the jobs of college professor, trainers or
copy writers . Similarly some industries like Telecommunications, financial services and
producers of Fast moving consumer goods (FMCG) are rated to be the most stressful
industries. Some individuals with aggressive, ambitious personality types are more prone
to stress than other types who are patient, tolerant and calm.
In terms of organizational factors, any attempt to lower stress would have to begin
with employee selection, during which care has to be taken to ensure that an employee's
abilities match the requirements of the job. Subsequently, improved organizational
communications will keep ambiguity-induced stress to a minimum. Similarly a
performance planning program such as Management by objectives will clarify job
responsibilities, provide clear performance objectives and thus reduce anxiety. If stress can
be traced directly to boredom or work overload, jobs should be redesigned to increase
challenge or reduce the work load. Redesign s that increase opportunities for employees to
participate in decisions and to gain social support have also been found to lessen the
burdens arising out of stress.
4.12.3. Stages of Reaction to Stressors: Stages of coping refer to primary appraisal and
secondary appraisal. Primary appraisal involves the determination, based on one's
knowledge of the stressor, whether we are potentially threatened or are in jeopardy.
Assessment of resources for dealing with the stressors is called secondary appraisal. Hans
Selye is considered the father of Stress Management Studies. He specified the General
Adaptation Syndrome (GAS) to depict the stages undergone by people facing stressful
situations. GAS comprises of three phases, the first being alarm, a state of heightened
alertness and bodily arousal, followed by Resistance, a stage of putting up with and
opposing the stress-causing force. The third phase would be one of exhaustion, when the
person begins to give up the struggle against the stressor and submits meekly to the reality.
Major sources of organizational stress include confusing directions and conflicting
demands from two or more people. The other sources are too much work or too little
work, career insecurity and lack of opportunities, irritating habits of co-workers, conflict
of work with responsibilities of personal lives, impersonal and dehumanizing effect of use
of high technology, extreme conflicts and so on. Stress in modern organizations occurs
due to the demands of meeting targets and deadlines at work. For many employees,
change creates stress. A dynamic environment characterized by takeovers, mergers,
restructurings, forced retirements and mass retrenchments has created a large number of
employees who are stressed out.
For example, General Electric, under the leadership and guidance of its CEO Jack
Welch introduced the formula called 20:70:10 wherein the whole workforce was divided
into three categories namely the top 20% of best performers, the middle 70% of average
performers and the bottom 10% of poor performers. While the first two groups were
rewarded in two different ways, people in the third group were earmarked for summary
dismissal. As a consequence, employees wanting to save their jobs at each year were
supposed to have performed not only better than last years and better than the targets, but
also better than at least 10% of the people. Since the process of eliminating continued
every year, the performance standards kept rising each year for all the employees. This
resulted in a highly stressful working situation for employees of the organization, quite a
few among them succumbed to stress related disorders.
Quelling negative stress and maintaining functional stress, involves eliminating or
modifying the sources of stress, developing optimism and hope, taking good care of one's
body, using relaxation techniques, talking out of one's problems with others, rewarding
oneself for a job done well and leading a complete, satisfying personal and social life. Job
stress stems from any situation in the workplace which a person perceives to be fearful.
Office politics is fear-producing to many employees. To defend oneself against highly
stress producing, devious and unethical office politics, an employee must take steps like
documenting one's side of the story, confronting the devious persons and maintaining a
consistent record of high levels of integrity and good performance outcomes. Employers
must provide support and nurturing and also strive to create an environment that is
planned, efficient and orderly. Communication to employees should be timely, accurate
and appropriate.
Stress could be sometimes anticipatory in which an arousal is stimulated by an
expected stressor. This is often caused by inadequate preparation or pessimistic feelings
by the victims of stress. Current stress is arousal that takes place during an experience.
Stress could also be residual at times, in which the arousal continues to remain even long
after the stressful event has passed. Inability to overcome the trauma of an event is the
cause of residual stress. Lack of support during and first aid immediately after stressors
could be the causes of residual effects on people. Stress could be reactive to specific
situations or endogenous or in born in certain people who are more vulnerable to stressors.
Handling persons with high levels of stress is a challenge for every Human
Resource professional. Over the years, management practitioners have evolved the
following formula for handling persons with stress:
Being attentive and use effective listening as a step towards building rapport with
the person who expresses symptoms of stress.
Allow the affected person time to ventilate his or her feelings freely.
Acknowledge even small degree of truth in what the person is saying.
Demonstrate your understanding and empathy towards the victims.
Encourage their participation in caring, supportive relationships
Help the people to interpret difficulty and change as a positive challenge or
opportunity rather than a life-threatening tragedy.
Build confidence in their abilities to master difficulties and challenges that might
come along.
Strengthen their beliefs in universal and everlasting values and ideals.
Re-create their perception of being in control by making them realize their ability
to influence the events around them and / or their reactions to them.
Enable them to respond constructively and objectively to their life's events.
Help persons with stress to generate innovative and situation-specific solutions to
difficulties and dilemmas.
Rational thinking, realistic self-talk, reexamining assumptions and beliefs being
held for a long time, praying, solitude and contemplation, being in nature, reading and
writing, hypnosis, bio feedback and auto suggestion, music, yoga, hydrotherapy, massage
and humor are some of the need-based stress management strategies advocated by
organizers of workplace wellness programs all over the world, to recuperate employees
from their anxiety producing work situations. Engaging in voluntary, intrinsically
satisfying and socially sanctioned leisure experiences and recreational activities during
one's free time is found to be a sound antidote to stress, as it rejuvenates a person and
compensates for the energies lost at work. Whatever be the nature of the programs
conducted to help people against stress, they are aimed at goals like low illness risk,
maximizing energy for daily living, enjoyment of daily lives, continuous development of
one's abilities and commitment and responsibility towards the common good.
4.13. QUALITY OF WORK LIFE (QWL):
QWL refers to a favorable work situation which emphasizes on the strengthening of
relationship, sensitivity, comforts and concern for one another among employees of an
organization. QWL is defined as a process of work organizations which enables its
members at all levels to actively participate in shaping the organization, its environments,
methods and outcomes. Enhanced effectiveness of organization is assessed in terms of
greater financial strength of an organization, the strength of its internal systems and the
satisfaction of its various stakeholders. QWL and organizational effectiveness are
considered to be twin goals of an organization.
Evolution of QWL: Studies related to QWL started in the 1950's and evolved
through different stages. Eric Trist and his collaborators from Tavistok Institute, London
are pointed as the precursors to research on Quality of Working Life. In that decade, they
had initiated a series of studies that gave origin to a social-technique approach related to
work organization. There was a concern with worker satisfaction and welfare. However,
only in the 1960's the movement was developed. There was a consciousness about the
importance of trying better ways to organize the work, with the objective of minimizing
negative effects of jobs over the worker. The first movement phase was extended until
1974 ? in the USA - when there was an interest fall by QWL in function of economic
questions - energy crisis and increasing inflation. The survival needs of companies made
employees' interests move away from QWL.
After 1979 the concern with QWL resurged mainly because of the loss of
American industries' competitiveness before their Japanese competitors. This loss of
competitiveness led to the inquiry of the management styles practiced in other countries
and to relate the programs of productivity to the efforts with the improvement of the
QWL. The term QWL contemplates aspects analyzed previously as motivation,
satisfaction, work conditions, styles of leadership, amongst others. Related to these
aspects, the stack of factors that constitute in positive and negatives points of the work is
ample. There are concepts diversifications about QWL. Reviewing a conceptual panorama
over QWL, it is found to refer to the favorableness or otherwise of a job environment for
people. The basic purpose is to develop jobs that are excellent for people as well as for
production. QWL is a process by which an organization attempts to unlock the creative
potential of its people by involving them in decisions affecting their work and personal
lives.
Analyzing the conceptualizations of the main authors who investigated the theme,
it is possible to identify three main groups that had developed common basic points in its
statements of QWL. The common conceptions were:
1. Emphasis on well-being and worker satisfaction, concomitant with the concern
with the productivity increase, effectiveness and the organizational effectiveness
2. Valuation of workers' participation in decision taking process, at work and
questions related to the reformulation of positions
3. Emphasis on humanist perspective to think on the people, their work and the
organization.
QWL is also referred to as an important Organization Development (OD)
intervention technique to be used along with other techniques like team building, process
consultation and role analysis technique. QWL as an OD technique is designed to improve
organizational functioning by helping to humanizing the workplace, making it more
democratic and involving employees in making decisions affecting them. The conditions
that contribute to motivation such as equitable salaries, activities such as job enrichment
and job rotation would also contribute QWL. Thus, QWL clearly exhibits features that
have also been associated with the very basic objectives of Human Resources
Management, Employee Relations and Labor Welfare.
Jurisdiction of QWL initiatives includes task-related issues, management-
employee communication, team working, work restructuring, redesigning of compensation
and benefits, and workers' active participation in management. The underlying importance
of QWL of human capital, lies in the fact that most people who work for a living are
spending a significant amount of their waking hours at the workplace executing the
requirements, duties and functions of their job and that their satisfactions and
dissatisfactions at workplace are carried over to the home as well. By improving the QWL,
the workers feel better about themselves when they are working in a plant.
In the middle phases of the QWL debate in the 1970s, the idea was put forth that
greater individual control over work, through genuine participatory decision making,
would have positive outcomes for employees and employers alike. By the early 1980s,
such advocates of worker involvement and labor-management cooperation identified
increased participation with workplace empowerment. In the past, management assumed
an attitude of passivity when solving their subordinates' problems. But when employees
are encouraged to solve their own problems using the managers as resources, a sea change
is at hand. On the employee side, the act of taking on power and responsibility is equally
momentous"
QWL is a term that has been used liberally over the years, to describe everything
from flexi time to self-directed work teams. QWL is designed in many organizations to be
joint union-management programs to improve organizational effectiveness and
productivity as well as working conditions. A network of labor-management committees,
ably led by a steering committee, usually guides these efforts. QWL programs in these
firms are wider in scope than Quality Circles and they often involve redesigning or
"broad-banding" jobs and/or changing the work processes. The aim of the programs is
workplace wellness among employees, organizational health and stability, and high
performance work organizations.
Introduction of the principles of QWL in many organizations have resulted in
efforts towards humanizing the workplace by improving the cleanliness of the
environment, betterment of lighting, temperature, ventilation, control of noise and dust and
the use of the knowledge of ergonomics in designing tools, machines and furniture used
during work. In effect, QWL resulted in the prevention, control and alleviation of
occupational diseases, accidents, grievances, unrest and maladaptive behavior of workers
which included alcohol and substance abuse, sexual promiscuity, gambling, indebtedness
and various forms of criminal behavior.
QWL initiatives may also be linked with collective bargaining issues and thus
provide for the involvement of employee unions in its steps. In many cases, QWL
initiatives have met with considerable opposition from workers and their unions because
of the perception that QWL is a means of marginalizing the union's role with its emphasis
on individual motivation, problem solving and informal systems of participation. This is
contrast to the traditional focus of industrial relations on the management of effort-reward
bargain through formal rules and written down promises to provide better living and
working conditions.
QWL is determined by the presence of the following features that represent the
principles of security, equity, individualization, cohesiveness and democratic participation
by employees in their organization's management. QWL might mean different elements to
people of different age groups, occupations, regions, cultures, nationalities, genders,
educational qualifications and income levels, in organizations. Therefore different people
might consider one or more of the following conditions to be more important than the
others, in determining QWL of human resources:
Adequate and fair compensation: Wages, Salaries, incentives, bonus, social
security and perquisites should be designed in such a manner to be adequate for all
the employees to meet the needs of socially determined standards of living and in
order to ensure a just balance between effort and rewards.
Safe and healthy working conditions: including hours of work and rest pauses,
freedom from occupational hazards, accidents, negative stress, life-threatening
conditions and other factors detrimental to the well-being of employees
Opportunities at the workplace to use different capacities:
Using
one's
creativity and innovation, use of multiple skills and talents, encouragement to
pursue education and professional development.
Opportunities to learn, to grow and feel secured at the jobs: Possibilities of
self-improvement and career advancement, provision of autonomy, appreciation of
efforts and results, knowledge of the whole tasks and inclusion in decision making
stages of the work process concerning the whole organization.
Social integration in terms of a community: This comprises of interpersonal
openness and egalitarianism; Feeling the warmth of companionship, mutual
respect, tolerance and camaraderie and being united; Being free from prejudices on
the ground of gender, language, nationality or economic class.
Rule of Law at work place: Principles of natural justice and equity, equality,
safeguards to personal freedom and reasonable protection from violations of rights
and respect of privacy with regard to an employees' off-the-job behavior.
Work - Life Balance: This aspect includes consideration for employees' personal
and family life, resulting in the upholding of reasonable restrictions upon schedule
of work hours and travel requirements, overtime requirements, leisure and
recreation, savings for the future, practicing one's faith etc.
Social Relevance of work: Work should be recognized for its contributions to the
well being of the society. Employees do not like to be mere cogs within wheels and
be paper-pushers. They are inspired by a sense of mission inherent in their work.
QWL is not based on a particular theory and it does not advocate any particular
technique for application. Instead, QWL is more concerned with the overall climate of
work, the impact of work on people as well as organizational effectiveness. It is based
upon the idea of Quality of life, which is a culture attribute that reflects the emphasis
placed upon relationship and concern for others. An organization could be considered
effective only if the QWL features are satisfactory according to the employees. The more
an enterprise is committed to the assurance of QWL, the more it will encourage open
competition among all candidates for management positions, so that managers with
adequate abilities alone would be placed in any position.
QWL is sometimes equated to the socio-technical approach to job design, aimed at
harmonizing the personal, social and technological functioning of employees. This
formula of QWL has emerged to become an internationally renowned effort to bring about
increased labor management cooperation to jointly solve the problem of improving
organizational performance and `motivation and satisfaction' of employees. There are
many other approaches to QWL such as self-management teams, leadership,
communication, organizational design, organizational change & development and
organizational culture.
The basic tenets of QWL are universally applicable. However, customizing QWL
for a pluralistic organizational set up would require addressing to local situations and
cultural conditions. Thus, adapting QWL to organizational level would be the first step
towards enhancing the usefulness of the process. Integrating QWL with other OD
interventions and using them in combination, would heighten the outcomes, besides
sustaining the benefits over a longer period of time. Subjecting the QWL practices to
periodic documentation and a stringent monitoring and auditing process would help in
bringing about a rigor and seriousness in their implementation.
Summary
Compensation is the underlying goal of paid employment. Every employee works for pay
and strives to maximize his earnings. Compensation is directly linked to productivity,
motivation and morale. Human Resource Development and Productivity are
complementary to each other. Motivation, the process of stimulating people through the
possibility of gain or reward, to take desired course of action in the interests of the
organization applying to the entire class of drivers, desires, needs, wishes and similar
forces. Motivation is enhanced by a fair and decent compensation, accompanied by any of
the proven incentive systems. A blend of motivation and competence in a system of high
standards of quality of work lives, would serve to help to achieve constant productivity
augmentation and prevention of dysfunctional stress and promotion of overall
organizational effectiveness.
Review Questions
1. Device a plan to improve work motivation of the staff of a private company in the
service sector, based on the knowledge of various theories of motivation.
2. Explain the most common influences on fixation of wages and salaries in the
present context.
3. Comment on the recent trend in organizations to minimize the fixed component of
salaries and hike the percentage of variable incentives based on performance.
4. Examine the present day relevance and significance of Employee compensation
practices.
5. Critically review the status of implementation of employee safety measures in
factories involving high levels of accident proneness.
6. Suggest suitable measures to be carried out in your organization, to enhance the
Core Job Characteristics outlined by Oldham and Hackman.
7. Explain the essential contents of a Compensation Policy and their effects on
attracting and retaining competent and committed employees.
8. Enumerate the merits and demerits of different methods used for Job Evaluation
9. What is Productivity? What are the gains of high productivity? Suggest a plan for a
manufacturing organization to improve their productivity.
10. Describe the nature, causal factors and the manifestations of employee Morale.
11. Define Stress. List out and explain the phases of reactions to Stress.
12. What are the causes, symptoms, types and consequences of job linked stress?
13. List out and outline the various stress management initiatives that could be carried
out by an organization.
14. "Striving to maintain high levels of Quality of Work Life (QWL) standards would
be akin to effective management of Human Resources" ? Comment.
15. Device a checklist of essential features to re-engineer human resource practices in
an organization known to you, in accordance with the benchmarks from
organizations world-wide pertaining to motivation, quality of work life,
productivity improvement and compensation.
Case Study 1: Equity in Pay and Humane Considerations
SRS Ltd. is an establishment with 1000 employees in the first shift between 8-16 hours.
One day there was a heavy downpour and water submerged vast areas. Train and bus
services were disrupted in almost all localities. A few timekeepers managed to record
attendance. It was found that nearly 30% of employees attended on time, 20% were two
hours late, 30 % attended up to four hours late and the rest did not attend. It was found that
different groups have participated in different periods of work on that day. If late-coming
is condoned, then those who had been working might have to be paid extra for shouldering
greater responsibilities during the early hours in order to be fair to this group of people.
The question in the minds of the Personnel Manager was how to be equitable to all during
that day when neither the management nor the employees could be blamed for the
happenings. Equal-pay-for-equal work is the norm that contradicted with the condoning of
late coming due to extraneous factors.
How can this issue be sorted out in such a manner as to create satisfaction to all the
stake holders?
What should be done to prevent such predicaments during any similar situations in
the future?
Case Study -2: Profit sharing and Organizational Progress
PP Ltd. is a profit-making firm. To retain its status in the market the management stressed
and monitored quality and productivity from the initial stage itself. An individual incentive
scheme has been in place for 20 years. During the last decade, the company had to launch
new products thanks to the proliferation of electronic systems. The new product entailed
additional investments in machineries and on additional manpower. The new comers were
raw hands requiring training at extra cost. During the year, due to heavy investment on the
new project, the interest charges and depreciation completely wiped out the profit. This
means only the statutory minimum bonus of 8.33% of surplus was to be offered as against
the usual 20% that the workers are used to receive in the last several years. The
management needs to ensure maximum cooperation from employees to maximize
productivity. There was a dispute that bonus payment is finance oriented and it does not
necessarily reflect the productivity of the employees. The personnel officer felt that if
payments were based on the Bonus Act, it would deprive and de-motivate employees
during a crucial period.
Questions:
Do you agree with the personnel officer?
Arrive at the settlement considering the conflicting ideas of productivity-linked
and profit-sharing bases of bonus
Glossary
1. Job Evaluation: It is an integral part of a compensation system in which a
company determines the relative value of one job in relation to another.
2. Compensation: Remuneration paid by employers to employees in exchange of
physical, emotional or intellectual labor.
3. QWL: The extent to which employees are able to satisfy important needs through
their experiences in the organization.
4. Productivity: It is the overall ratio of outputs of all goods and services produced
to the inputs needed to generate that output, taking into account both the quantity
and quality.
5. Motivation: The set of processes that arouse, direct and maintain human behavior
toward attaining some goal.
6. Employee Morale: A mixture of feelings, attitudes and sentiments that contribute
to a general feeling of satisfaction.
7. Job Stress: The body's response to any job-related factor that threatens to disturb
the body's equilibrium.
8. Stress: It is the response of the body and mind, to demands posed by
environmental situations.
9. Eustress: Positive connotation of stress, when it is at optimum levels that would
facilitate and boost an individual's performance.
10. Distress: Negative stress that lowers the effectiveness of functioning of a person.
11. Burnout: A debilitating condition of physical, emotional and mental exhaustion
and cynicism that occur due to prolonged exposure to stress.
12. Hardiness: A combination of traits that assists individuals in resisting the harmful
effects of stress. These traits may include commitment to work, a sense of
personal control and the ability to view crisis as a challenge rather than as a threat.
13. Referents: the persons, systems or life-experiences against which individuals tend
to compare themselves to assess the degree of equity in their work-output
equations.
14. Compensation Cafeteria: A scheme of compensation wherein employees are
allowed to choose their fringe benefits from a menu of available alternatives, as it
is done in a cafeteria.
15. Comparable worth: The belief that employees performing jobs with different
titles, but of equivalent value to the firm, should receive equal pay.
References:
1. Robert A. Baron, Behavior in Organizations, Prentice-Hall India, New Delhi,
1999.
2. Uma Sekaran, Organizational Behavior: Text and Cases, Tata McGraw-Hill
Publishing Company Limited, New Delhi. 1989.
3. Fred Luthans, Organizational Behavior (8th Edition) McGraw ? Hill International
Edition, New York, 1998.
4. C.S. Venkata Raman, Personnel Management and Human Resource, Tata McGraw
Hill, New Delhi.
5. C.B. Gupta, Human Resource Management, Sultan Chand & Sons, New Delhi.
6. V.P. Michael, Human Resource Management and Industrial Relations, Himalaya
Publishing house, Mumbai.
7. A.M. Sharma, Personnel Management and Human Resource Management,
Himalaya Publishing House, Mumbai.
8. K. Ashwathappa, Human Resource Management, Tata McGraw Hill, New Delhi.
9. P. Subba Rao, Human Resource Management & Industrial Relations, Himalayan
Publishing House
10. Peter Drucker, The Practice of Management, Allied Publishers Pvt Ltd., New
Delhi, 2002.
11. M.N. Mishra Organizational Behavior, Vikas Publishing House, New Delhi, 2001
12. Y.K. Shetty and V.M. Buehler, Productivity and Quality through people: Practices
of Well-Managed Companies, Quorum Books, Connecticut, 1985.
13. S.K.Singh, Productivity of Industrial Workers, Vohra Publishers, New Delhi,
1988.
14. Stephen. P. Robbins Management, Fourth Edition, Prentice-Hall, New Jersey 1994
15. Walt Schafer, Stress Management for Wellness, Thomson Wadsworth, Fourth
Edition, 2004
16. www.humanlinks.com
17. www.queendom.com
18. www.humancapitalonline.com
19. www.themanagementor.com
20. www.sba.muohio.edu
UNIT V
LESSON I
INDUSTRIAL REALTIONS
MEANING AND DEFINITION
Industrial relations are concerned with the relationship between management and workers
and the role of the regulatory mechanism in resolving any industrial dispute. A formal
definition is " concerned with the systems, rules, procedures used by unions and
employers to determine the reward for effort and other conditions of employment, to
protect the interest of the employed and their employers, and to regulate the ways in which
employers treat their employees".
The international Labor organization (ILO) stated that " industrial relations deal
with either the relationships between the state and employer's and worker's organizations
or the relations between the occupational organizational themselves".
The concept of industrial relations has been extended to denote the relations of the
state with employers, workers and their organizations. The subject, therefore, includes
individual relations and joint consultation between employers and work people at their
work place; collective relations between employers and their organizations and trade
unions and the part played by the state in regulating these relations.
From the various definitions given above, we understand that:
Industrial relations is an outcome of employer-employee relationship in an
organization
Industrial relations facilitates harmonious relationships in an organization by
setting a framework for the management and the employees
Industrial relations is based on mutual compromise and adjustment, for the benefit
of both the parties involved
The state and the legal system also have a role to play in the maintenance of a
conflict- free industrial environment
The different parties in the system with a well-defined role are the management., the
employees and the unions.
CONCEPT
Industrial relations are that aspect of management, which deals with the manpower
off the enterprise ? whether machine operator, skilled worker or manger.
Cordial and peaceful industrial relations between the employees and the employer
are highly essential for increasing productivity and the economic growth of the
country. Through good industrial relations only, the enterprise can move towards
the welfare of the employees and the management of the concern.
Industrial relationships is the compromise result of the attitudes and approaches of
the employees towards each other with regard to the planning, supervision,
direction and co-ordination of the activities of an organization with a minimum of
human effort and friction, with a n animating spirit of cooperation and with proper
regard for the genuine well-being of all members of the organization.
The term Industrial relations has been looked upon and worded differently by
different pioneers of the field.
However, with the industrial developments after World War II, the term industrial
relations has been widened in its meaning and now it implies ?employers- employees ?
unions and government relationship in industry.
OBJECTIVES
The objectives of industrial relations are:
To safeguard the interests of the labour and the management by preventing one of
the players from getting a strong hold over the other;
To develop and secure mutual understanding and good relationship among all the
players in the industrial set-up.
To maintain industrial peace and harmony by preventing industrial conflicts
To improve the standard of living of the average worker by providing basic and
standard amenities.
To increase productivity by minimizing industrial conflicts and maintaining
harmonious industrial relations.
To ensure discipline in the organization and in the industry.
To provide a basic framework for the management and the employee to resolve
their differences.
To improve the bargaining capacity of the workers through trade unions.
IMPORTANCE
IR is a key for increased productivity in industrial establishments
IR has moral dimensions, too. It is unethical on the part of any management to take
advantage of the helplessness of workers and exploit them. IR assumes relevance
in this context. One of its objectives is to protect workers interest and to improve
their economic conditions.
IR seeks to protect the rights of managers too. Where a worker's behavior deviates
from expected lines, it is the management's prerogative to take action.
There is a set procedure for handling any act of indiscipline or indiscretion on the
part of an employee and if the management satisfies the procedure, tit is justified in
taking action
IR emphasis the need to keep labour in check by floating stooge unions, buying up
union leaders, and striking clandestine deals with powerful politicians do no good
to mangers or to the organizations they represent.
APPROACHES TO INDUSTRIAL RELATIONS
Though there are different approaches to industrial relations, the basics of management of
good relations remain the same across all the approaches. These different approaches help
in viewing industrial relations from different perspectives. The different approaches to
industrial relations are:
Psychological approach
Sociological approach
Human relations approach
Socio-ethical approach
Gandhian approach
Systems approach
PSYCHOLOGICAL APPROACH
According to this approach, most of the problems in industrial relations arise because of
the differing perceptions and attitude of the management and the workers. The perception
of both parties (workers and managers) regarding a particular aspect varies and as a result,
some minute issues aggravate into major problems. The different personalities and
strained inter-group and interpersonal relationships add fuel to the fire and increase the
disharmony in the system.
SOCIOLOGICAL APPROACH
This approach considers the industry as a social system. The work behavior of individuals
is closely influenced by social factors that impact an individual's life in society. These
differences among individuals, a result of their social upbringing and association, create
conflict and competition among the members of an industrial society.
HUMAN RELATIONS APPROACH
This approach holds that the handling of human resources is different from handling
material, physical or financial resources. It lays emphasis on the human aspect and the
way human feelings influence the work relations and behavior of employees in the
organization.
SOCIO-ETHICAL APPROACH
This approach states that industrial relations apart from having sociological ramifications,
also has an ethical base. Hence the workers and the management should work in mutual
cooperation and realize their moral responsibility towards the organizational objectives.
Understanding each other's problems and constraints can help in resolving conflicts
peacefully.
GANDHIAN APPROACH
According to this approach, industrial problems should be solved peacefully using non-
violent methods. In the same way, problems in the industry should be solved through
satyagraha's and non-violence rather than resorting to violent deeds and crimes.
SYSTEMS APPROACH
The basic elements of the system approach are the participants, environmental forces and
the output. There are three aspects major participants namely, the workers, the
management and their representatives. The interaction between these three results in
significant strata that are referred to a subsystem of an industrial relations system.
PARTIES TO INDUSTRIAL REALTIONS
The major parties to IR are the employees, employee representatives, employers,
associations of employers, government and courts and tribunals.
EMPLOYEES
The employees are the pillars on which the organization is built. They are the chief
contributors to the organizational objectives, and are the organization's most valuable
resource. To maintain harmonious industrial relations, employees have to be satisfied with
the organization, its policies and procedures and their jobs.
TRADE UNIONS
Trade unions constitute the employee representative bodies in an organization. Trade
unions enjoy power and status based on the support of the employees. Their power is used
as a weapon in regarding the organization's industrial environment and having their
demands accepted by the management. These demands usually relate to increase in wages,
improvement in working conditions, and additional benefits and welfare measures. In
some cases, trade unions also have a political affiliation, which adds to their power.
THE MANAGEMENT
The management plays a critical role in the industrial relations of an organization.
Management policies can help in maintaining high employee morale and in preventing
industrial conflicts and disputes.
THE GOVERNMENT
The government has a limited role to play in industrial relations. It provides a basic
framework within which the management, the trade unions and the employees are
expected to work for the common good of the organization. The government comes into
the picture only when the three players fail to do this and is unable to sort out their
differences. The government then intervenes as a mediator through the process of
conciliation, arbitrator and adjudication.
INDUSTRIAL RELATIONS PROGRAMME
A successful industrial relations programme reflects the personal viewpoint, which is
influenced by three main considerations
Individualized thinking
Individualized thinking makes it imperative for the administrator to consider the
entire situation in which the affected individual is placed.
Policy awareness
Policy awareness underscores the idea of the consistency of treatment and the
precedent value of any decision, which a management takes
Expected group reaction
While expected group reaction balances what we know of human nature in groups
against an individual's situation in the light of the policy that has been formulated
and implemented.
IR DECISIONS
COMMUNICATION
The core of an IR programme is the personnel manual. The manual sets out the rules and
policies within which managers and employees must operate. All Employees and
supervisors are fairly familiar with the contents of the manual.
RELATIONS
Relationships with employees may be improved through joint consultations. Relationships
with unions or staff associations may be developed through collective bargaining and
other IR procedures or by improving the operation of existing procedures.
COMPETENCE
Managers and supervisors need to develop competence in handling IR. Such competence
may be developed by training managers and supervisors in IR. Union leaders and
employees also must be associated with the programme, as they are as much a party to
conflict as managers or supervisors.
DISCIPLINE AND CONFLICT
If both employees as well as employers adhere to well laid out norms disputes do not
occur. Where a conflict occurs, the management must resolve it.
REQUIRMENTS OF A SUCCESSSFUL INDUSTRIAL RELAITONS PROGRMAMME
The basic requirements on which a successful industrial relations programme is based are:
TOP MANAGEMENT SUPPORT
Since industrial relations are a functional staff service, it must necessarily
derive its authority from the line organization.
SOUND PERSONAL POLICIES
These constitute the business philosophy of an organization and guide it in
arriving at its human relations decisions. Policies can be successful only
when they are followed at all the level of an enterprise, from top to bottom.
Adequate Practice should be Developed by Professionals
In the field to assist in the implementation of the policies of an
organization, a system of procedures is essential if intention is to be
properly translated into action.
DETAILED SUPERVISORY TRAINING
To ensure that organizational policies and practices are properly
implemented and carried into effect by the industrial relations staff, job
supervisors should be trained thoroughly.
FOLLOW UP OF RESULTS
A constant review of an industrial relations programme is essential, so that
existing practices may be properly evaluated and a check may be exercised
on certain undesirable tendencies, should they manifest themselves.
LESSON II
TRADE UNION
MEANING
A trade union or labour union is a continuing long term as association of employees
formed to promote, protect and improve, through collective action, the social, economic
and political interests of its members.
A trade union may also be defined as any combination, whether temporary or
permanent, formed primarily for the purpose of regulating the relations between workmen
and employers or between workmen and workmen or between employers and employers
or for imposing restrictive conditions on the conduct of any trade or business and includes
any federation of two or more unions.
NATURE OF TRADE UNIONS
Trade unions are voluntary organizations of workers or employers formed to promote and
protect their interests through collective action. The Trade Unions Act, 1926 defines a
trade union as a combination, whether temporary or permanent, formed -
Primarily for the purpose of regulating the relation between
1. Workmen and employers or
2. Between workmen and workmen, or
3. Between employers and employers, or
For imposing restrictive conditions on the conduct of any trade or business, and
includes any federation of two or, more trade unions.
An analysis of the above definition reveals that trade union must be:
A combination of workers or employers,
Such a combination could be permanent or temporary,
Could include federation of two or more unions, and
To regulate relations among workmen, between workmen and employers or among
employers themselves.
ORIGIN
Trade unions are the creation of industrialization and modern industrial conditions.
Industrial revolution destroyed the earlier way of life and left the individual
worker, who was protected by the customary values, to drift by himself in the
anonymity of the town, and gathered these workers together around the employer.
The employer did pay as little as possible to the workers; the workers as individual
could not protest against it and therefore those (workers) similarly situated,
economically and socially and closely associated with the work of the same
employer developed mutual understanding and a common solution of their
problems of living and this crystallized them into a self-conscious group what we
may call as Trade union.
Trade union got originated out of the necessity of workers to protect and defend
themselves from encroachment, injustice and wrong imposed upon them by the
employer or the management of the concern.
The aspects of the process of industrialization those necessitated the origin of the
trade union are:
1.
Separation between the ownership of capital and labour, both of which are
essential for producing goods and rendering services to the consumers.
2.
Since, individually the workers did not have any other source of the
livelihood except that of service under the owners of capital, there was no
match between the two as regards economic resources or bargaining power
or skill. It was the owner of capital who dictated terms and conditions of
employment. This again infused a spirit of union among the workers.
3.
The state or law remained silent because in its eyes workers and employers
were equal. This further increased the exploitation of workers by the
owners of capital.
4.
Though an individual worker was dispensable to an employer, but he could
not afford to dispense with the services of a group of workers. The day it
was realized by the workforce, they thought to unite and get their
reasonable rights from the owners of capital.
FUNCTIONS
Functions of trade unions are:
The provision of friendly services such as a place for leisure pursuits, information
about jobs existing in other factories, games and outings, etc.
The provision of social services such as insurance against old age, unemployment,
strike, pay, payment for hospital fee, legal services, etc.
Wage bargaining i.e. collective wage bargaining with the employers.
Safeguarding the job of the workers.
Political activities, i.e. the political pressure for reform, e.g. trade union legislation
works to protect the union and the workers from such industrial abuses as delay in
payment of wages, excessive hours of work, poor working conditions, etc.
To develop cooperation with employers.
To arouse public opinion in favour of labour.
To secure some shares in profit and in the control of the enterprise.
OBJECTIVES
Objectives of trade unions are:
To take labour out of the competitive process; because if a number of workers
freely compete for a job, the employer will definitely offer them less wages.
To negotiate at all levels with employers over wages and conditions of work.
To protect the workers in their inalienable right to higher and better life.
To make workers to take part in union activities and to obey union rules and
decisions.
To protect and promote the interests of the workers.
To provide legal assistance to workers (i.e. union members) in connection with
work affairs.
To improve economic status of the workers.
To protect the jobs of the workers against lay off, retrenchment, etc.
To ensure that workers get as per rule, the pension, provident fund, compensation
for injuries, etc.
To ensure for the workers, better health, safety and welfare standards.
To have a voice or participation in the factory management.
To ensure that workers get respect and human treatment from the foremen,
managers, etc.
To improve their political status.
To offer educational services to the workers.
PRINCIPLES
Trade unions function on the basis of three cardinal principles. If any one of them is
threatened or is in jeopardy, they would fight back. These principles are:
Unity is strength
This fact has been very effectively brought out by Longfellow in the song of
Hiawatha:
" All your strength is in your union,
All your danger is in your discord;
Therefore, be at peace henceforward,
And, as brothers, live together."
Equal pay for equal work or for the same job.
This principle is based on one of the nine principles included in the ILO's charter
of the freedom of labour, which says:
"Men and women should receive equal remuneration for work of equal value"
Security of service
Security of service, which enjoins upon trade unions that they ensure social and
economic security for their members.
WHY DO EMPLOYEES JOIN TRADE UNION?
Workers join trade unions because they are constrained by circumstances to do so;
and because they want:
To get economic security; that is, they want steady employment with an
adequate income;
To restrain the management from taking any action which is irrational,
illogical, discriminatory or prejudicial to the interests of labour. Workers desire
that the assignment of jobs, transfers, promotions, the maintenance of
discipline, lay offs, retirement, rewards and punishments should be on the basis
of pre-determined policy and on the basis of what is fair and just;
To communicate their views, aims, ideas, feelings and frustrations to the
management; that is, they want to have an effective voice in discussions which
affect their welfare;
To secure protection from economic hazards beyond their control; for example,
illness, accident, death, disability, unemployment and old age;
To get along with their fellow-workers in a better way and to gain respect in
the eyes of their peers; and
To get a job through the good offices of a trade union.
Plants get unionized for three reasons ? dissatisfaction, lack of power and union
instrumentality. Dissatisfied employees seek union membership to improve work situation.
Employees believe unionization fetch them power. Power, in turn, is believed to remove
dissatisfaction. Employees take unions as instruments to remove dissatisfaction.
In general, the expectation that work will satisfy personal preferences induces
satisfaction or dissatisfaction with work. As the level of dissatisfaction increases,
individual workers seek to change their work situation. If they fail, and if the positive
consequences of unionization seem to outweigh the negative ones, individual workers will
be inclined to join the union.
TYPES OF TRADE UNION
Trade unions may be classified in various ways
Business unions
It is that emphasis upon the economic advantages to be bargained through
collective action and thus aim at improving the wages, working hours and
conditions of workers and similar other objectives largely through the process of
collective bargaining.
Predatory unions
It is that serve as a means for the enrichment of its leaders who pay only secondary
attention to the advancement of interests of members. It distinctive characteristic is
the ruthless pursuit of the target by whatever means deemed appropriate at the time
regardless of ethical or legal codes or effect upon those outside its own
membership. Such a union may employ any of the business, friendly, revolutionary
or violent methods for the achievement of its objectives.
Dependant or company unions
It is that rely upon the support of the employer or company management or the
other large groups and hence they are likely to pay secondary importance to the
interests of members;
Friendly unions
It is which are idealistic, conservative and law abiding and they mainly aspire to
elevate the moral, intellectual and social life of workers to improve the conditions
under which they work, to raise their material standard of living and provide them
security against unemployment, accident, disease or old age. They depend upon the
process of collective bargaining for the attainment of their objectives;
Revolutionary unions
It is that are extremely radical both in view- point and action. They are class
conscious and tend to repudiate the existing institutional order, especially
individual ownership of productive means and the wage systems. They are strongly
inclined towards strike and violence and looks upon unionism and socialism as the
two wings of the labour movement.
Another viewpoint classifies trade unions into following categories;
Craft unions, which are the simplest form of trade unionism. They are
usually formed of workers with the same craft, training and specialization,
no matter in what industry or trade they are employed.
General labour unions, which aim at becoming all embracing
organizations accepting as a new member practically any wage earner
whatever the place or character of his work or whatever his industrial
qualifications may be.
Industrial unions, which organize workers belonging to an industry or a
group of related industries or service.
Federations of trade unions, which are combination of various unions for
the purpose of gaining strength and solidarity. Such federations may be
local, regional or statewide national and international.
Unions affiliated with the federation are described as affiliated unions and
those, which are unaffiliated, are known as independent unions.
TRADE UNION THEORIES
Different answers are given to the question: what factors lead to the origin of trade unions?
These answers are known as trade union theories or approaches to the origin of trade
unions. Following is a brief description of some of these approaches:
Social- psychological approach of Robert Hoxie:
Trade unions grow out of the socio-psychological environment of the workers.
Workers, who are similarly situated economically and socially, closely associated
and not very much divergent in temperament and training, tend to develop a
common interpretation of their social situation and a common solution of their
problems of living. This leads them to unite into a union. Thus differences of
environment cause different unions to develop.
Sociological approach of Frank Tannenbaum.
Trade unions are the by-products of an industrial society in which customization
has destroyed the old way of life and robbed the workers of his identity, purpose
and creativity. Unions are a reflection of the worker's spontaneous urge to re-
establish his identity. Trade unions help the worker in regaining his social life.
Protest approach of Kerr, Dunlop and others.
Trade unions is form of organized protest against the evils of industrialization.
Besides bringing about a basic change in the relationships between man and his
work and between man and his cultural setting, industrialization inevitably
circumscribes workers freedom by imposing discipline. The worker often finds his
work distasteful and his compensation never commensurate with his contribution.
Formation of a union is one of the organized forms of protest ? an expression of
the workers resentment over the prevailing industrial system.
Industrial democracy approach of webs
Trade unions are the means to achieve industrial democracy. They assert that
political democracy alone cannot yield to the worker the fruits of freedom of
contract, freedom of association, freedom of opportunity, etc. He can enjoy the
fruits of political democracy only when he is granted industrial democracy, which
means that he is given say in running the industry.
Classless society approach of Karl Marx
Trade unions represent a prime instrument for destroying the capitalist class.
Although these unions by themselves cannot bring about a class-less society still
they are important to carry on the economic struggle against the oppression and to
bring about a revolutionary transformation of the working class.
Sarvodaya approach of Gandhi
Trade unions as essentially reformist organizations whose main function is to raise
the moral and intellectual standards of labour. They are in the largest degree
political. Their main aim is to increase their internal strength to work
conscientiously and to take form the employer no more than what is rightfully due
to the labourers.
TRENDS IN TRADE UNION MOVEMENT
A major trend witnessed these days is the change in the attitude of unions towards
management, industry, government and the economy. Unions are becoming
increasingly matured, responsive and realistic in their thinking and action. Gone
are the days of catcall strikes, bandhs, gheraoes and violence.
Depoliticisation of unions is another trend witnessed these days. The trend towards
depoliticisation started in the 1960's and received further boost in the post-
liberalization era. The experience of politically free unions is pleasant; reinforcing
the belief that further the unions are from politics, more advantages it is for them.
Workers associations in our country are highly fragmented and the consequence
has been the multiplicity of unions. Multiplicity is caused by ideological rifts,
personal ambitions of leaders, craft divisions among workers and the
management's own myopia. The multiplicity of unions weakens the bargaining
strength of employees.
One of the defects of the trade union movement in our country has been the
phenomenon of outside leadership. Individuals who were not connected with a
factory would assume the leadership mantle of the union.
The clout of the central trade unions, which peaked during the post nationalization
years, has started waning. One of the reasons for this trend is the gradual
realization on the part of the workers, who are young and well educated, that
independence unions are more advantageous than all India federations.
Faced with the problem of declining membership and the fear of losing their
relevance, trade unions are taking initiatives to fight unitedly. Many unions,
including those affiliated to Left parties, have joined together to fight for such
causes as disinvestments, closure and modernization.
Professionlisation of trade union movement is yet another trend witnessed these
days. To counter criticism and to fight organized forces of employers, trade unions,
through various institutions such as Ambedkar Institute of Labour Studies,
Maniber Kara Institute and National Labour Institute, are trying to upgrade the
leadership quality, personnel as well as the services rendered.
ESSENTIALS OF SUCCESSFUL TRADE UNION
To be successful, a trade union:
Should be enlightened one, so that it may be able to guide and direct the
trade union movement properly.
Should have a solid foundation, so that it may be strong enough to achieve
success in the realization of its objectives.
Should have clearly enunciated objectives and a coherent and well-
conceived policy; and it should consider itself as a business organization
which requires careful planning and sound organizational methods for its
success.
Should be run by the members for the members; that is, its leadership
should come from the rank and file of its members.
Should have honesty and integrity of purpose.
Should look beyond its own horizon, and recognize and fulfill its proper
role in the life of the nation and of community in the midst of which it
lives and functions.
Should have a sense of responsibility. It should be internally strong so that
it may effective in protecting the interests of the workers.
UNION FREE COMPANIES
These are companies, which are non-unionized. Employees of such plants realize the
negative consequences of unionization and prefer to stay away from unions. They may
have misgivings about how effectively a union can improve unsatisfactory working
conditions. Collective bargaining is not always successful. If union is not strong, it will be
unable to make an employer meet its demand. Even if an employer does respond to union
demands, the workers may be affected adversely. The employer may not be able to survive
when the demands of the union are met, and thus the company may close down, costing
the employees their jobs. The organization may force the union to strike, inflicting
economic hardship on employees who may not be able to afford being out of work, or it
may in some cases, attempt reprisals against pro union employees. Employees may
strongly identify themselves with the organization and view unionization as an attempt to
weaken the company. They may object to the concept of seniority or even the political
activities of the unions. Individuals feel that their value to the organization should be
judged on an individual basis and that everyone should not be treated equally. If their
performance is superior, the rewards should be appropriate and direct. These individuals
feel that joining unions would limit their opportunities for advancement.
Employers also may discourage unionization. Their fears about unions stem from:
Increased cost because of higher remuneration and other non-monetary benefits
and services,
Loss of control over operations ? erosion of management's authority,
Loss of freedom to reward superior performance, and
Lack of ability to adapt quickly to changing demands.
STRATEGIES AND TACTICS FOR REMAINING UNION-FREE
Managers develop long-term strategies and effective tactics to prevent unionization of
their organizations. The more important of them are
Effective supervision
Open communication
Effective personnel research
Healthy and safe working environment
Effective employer-employee relations
Effective remuneration
Effective training and development programmes
Effective personnel planning, recruitment and selection
TRADE UNION ACT, 1926
Trade unions in our country are governed by the Trade unions Act, 1926. The main
objective of the Act is to provide for the registration of trade unions and to give registered
trade unions a legal status, and immunity to their office-bearers and members from civil
and criminal liability in respect of the legitimate trade union activities.
PROVISION OF THE ACT
In pursuit of the primary objective, the act contains 33 sections. The provisions can be
broadly divided into 8 sections, namely
1. Definition (s.2)
2. Registration of unions (s.3 to 12)
3. Duties and liabilities of registered unions (s.13 to s. 16)
4. Rights and liabilities of registered unions (s.17 to 21)
5. Amalgamation and dissolution of unions (s.24 to 27)
6. Submission of returns (s.28)
7. Penalties and fines (s.31 to 33)
8. Power to make regulations (s.29 to 30)
The act is a central legislation, but is administered by the state governments. Not
that the central government has no role to play. It handles all unions, which are not
confined to one state. It also has the power to amend the act.
EMPLOYERS ORGANISATIONS
In India the term " trade union", according to the Trade unions Act, refers to the
employers organizations also. The need for these organizations is for
1. The development of healthy and stable industrial relations
2. To promote collective bargaining at different levels
3. To bring a unified employers viewpoint on the issues of industrial relations to the
government in a concerted manner
4. To represent in the meetings of Indian Labour Conference and Standing Labour
Committee, the employers approach to labour matters.
Like trade unions, employer's organizations too are organized at three levels in our
country. There are local organizations, such as Bombay Mill Owners Association, which
serve the needs of local employers only. Then there are regional organizations, such as the
Southern India Mill Owners Association, which serves the interests of their members in a
particular region. Finally, there are several apex organizations, such as the All India
Manufacturers Organization, which serves as central bodies.
At present, the important apex employer's organizations in India are as follows:
Federation of Indian Chambers of Commerce and Industry (FICCI)
Council of Indian Employers (CIE)
Associated Chamber of Commerce and Industry of India ( ASSOCHAM)
All India Manufacturer's Organization (AIMO)
The general functions that federations perform are of the following four types:
Communication
They keep members informed of all new labour laws, shifts in labour policy,
important court decisions on labour matters and important tripartite
deliberations.
Advice
They advice members on complex legal provisions when such advice is sought.
Representation
They represent employer's point of view before the government on all labour
problems.
Education
They educate members on important labour issues by holding seminars,
conferences and training programmes.
NLC examined the working of employers associations and recommended that they should:
Undertake promotion of collective bargaining at various levels.
Encourages observance and implementation by their members of bipartite and
tripartite agreements.
Expedite implementation of wage awards by members.
Work towards elimination of unfair labour practices by employers.
Encourages adoption by members of personnel policies conducive to
productivity and industrial peace.
Promote rationalization of management or organization to improve
productivity.
Arrange employer's education in the concept of labour partnership in industry.
Work towards collective welfare of its members through training, research and
communication in the field of labour management relations.
LESSON III
MANAGING CONFLICT
MEANING AND DEFINITION
An industrial dispute means any dispute or difference between employers and employers
or employers and workmen or between workmen and workmen, which is connected with
employment or non-employment or terms of employment or conditions of labour, of any
person.
Every human being (say a worker) has a certain needs. E.g., economic needs,
social needs and needs for security. When these needs do not get satisfied, there arises a
conflict between labour and capital. A conflict means a struggle or clash between the
interests of the employer and the workers. When an industrial conflict (which otherwise is
general in nature) acquires a concrete and specific display or revelation, it becomes an
"industrial dispute". A conflict takes the shape of Industrial Dispute as soon as the issues
of controversy are submitted to the employer for negotiations.
The Industrial Disputes act, 1947, defines an industrial dispute as " any dispute or
difference between employers and employers, or between employees and employees, or
between employers and employees, which is connected with the employment, or non-
employment, or the terms of employment or with the conditions of work of any person".
FORMS OF DISPUTES
Industrial Disputes may take the form of strikes, go-slow tactics, token strikes,
sympathetic strikes, pen-down strikes, hunger strikes, bandhs, gheraos and lockouts.
A strike is a stoppage of work initiated or supported by a trade union, when a
group of employees act together as a last resort to bring pressure to bear on an employer to
resolve a grievance or constrain him to accept such terms and conditions of service as the
employees want to enjoy.
If, however, an employer closes down his factory or place where his workers are
employed. Or if he refuses to continue in his employ a person or persons because he wants
to force them to agree to his terms and conditions of service during the pendency of a
dispute, the resulting situation is a lockout.
TYPES OF DISPUTES
Disputes are of two kinds:
Disputes of Right, which relate to the application or interpretation of an existing
agreement or contract of employment; and
Disputes of Interest, which relate to claims by employees or proposals by a
management about the terms and conditions of employment.
According to the industrial Disputes Act, 1947, and the many judicial decisions
which have been handed down by courts and tribunals, industrial disputes may be raised
on any one of the following issues;
Fairness of the standing orders
Retrenchment of workers following the closing down of a factory, layoffs,
discharge or dismissal, reinstatement of dismissed employees, and compensation
for them
Benefits of an Award denied to a worker; non-payment of personal allowance o
seasonal employees; the demand of employees for medical relief for their parents;
Wages, fixation wages, and minimum rates, modes of payment, and the right of an
employee to choose one of the awards when two awards on wages have been
given;
Lockout and claim for damages by an employer because employees resorted to an
illegal strike;
Payment of hours, gratuity, provident fund, pension and traveling allowance;
Disputes between rival unions; and
Disputes between employers and employers.
CAUSES OF INDUSTRIAL DISPUTES
Some of the common causes of Industrial disputes have been listed below:
Psychological Causes
Difficulty in adjusting with each other ( i.e., employer and worker)
Clash of personalities
Authoritarian Leadership (administration)
Demand for self-respect and recognition by workers.
Strict discipline
Institutional Causes
Non recognition of the labour union by the management
Matters of collective bargaining.
Unfair conditions and practices.
Pressures workers, not to become members of union, etc.
Economic Causes
i) Terms and conditions of employment
More hours of work
Working in night shifts
Promotion, layoff, retrenchment, dismissal, etc.
ii) Workers conditions
Environmental conditions such as too hot, too cold, noisy, dirty, messy, etc
Improper plant and workstation layout.
Old and trouble giving machines
Frequent changes in products, etc
iii) Wages and other benefits
Inadequate wages
Undesired deduction from wages
Poor fringe benefits
No bonus or other incentives, etc.
Denial of legal and other rights of workers
Not proceeding as per labour laws and regulations, standing orders, etc
Violation of already made mutual agreements (i.e. between employer and
workers).
SETTLEMENT OF INDUSTRIAL DISPUTES
The different methods employed for settling the disputes are:
(i) Without state intervention
Collective bargaining
Voluntary arbitration
Code of discipline
(ii) With state intervention
Compulsory collective bargaining
Bipartite committees
Compulsory arbitration
Compulsory conciliation and mediation
Compulsory investigation
(iii) Grievance procedure
COLLECTIVE BARGAINING
Collective bargaining constitutes the negotiations between the management and the union
with the ultimate objective of agreeing on a written contract covering the terms and
conditions of settlement of the disputed issues. Both the parties sign the agreement and the
length of time the treaty will operate may be specified.
VOLUNTARY ARBITRATION
In this method of settling disputes, a third neutral party7 as a judge (to decide the
disputed issue) hears and collects the facts from the two primary parties ad proceed
to make a decision which is usually binding upon the union i.e., one primary party
and the management (i.e. the second primary party)
Many industrial disputes have been and are being settled today through voluntary
arbitration.
The industrial Disputes Act 1947 recognizes voluntary arbitration as a method for
settling industrial Disputes.
CODE OF DISCIPLINE
The code of discipline defines duties and responsibilities of employers and workers. The
code lays down specific obligations for the management and the worker with objective of
promoting constructive co-operation between their representatives at all levels, avoiding
stoppages as well as litigation, securing settlement of grievances by mutual negotiation,
conciliation and voluntary arbitration.
The objectives of the code are:
To ensure that employers and employees recognize each other's rights and
obligations
To promote constructive co-operation between the parties concerned at all
levels.
To secure settlement of disputes and grievances by negotiation, conciliation,
and voluntary arbitration
To eliminate all forms of coercion, intimidation, and violence in IR
To avoid work stoppages
To facilitate the free growth of trade unions and
To maintain discipline in industry
ESTABLISHMENT OF COMPULSORY COLLECTIVE BARGAINING
If either union or management resists the establishment of voluntary collective bargaining,
but the state feels that collective bargaining will be useful, it may advise, encourage or
even impose collective bargaining compulsory on the two parties to settle their disputes
through negotiations and discussions.
COMPULSORY ESTABLISHMENT OF BIPARTITE COMMITTEE
A bipartite committee consists of representatives of workers as well as of the employer (at
the factory level) Such committees work on the principle of "nip the evil in the bud" and
settle labour management disputes as soon as they appear and do not permit then to grow
and take an unmanageable shape.
The main purpose of such Bipartite committees or work committees is to:
Promote measures for securing and preserving amity and good relations between
workers and employers
Comment upon matters of their common interest
Compose any material difference of opinion in respect of such matters and to
Encourage workers and management to settle their difference without the arbitrator
COMPULSORY ARBITRATION OR ADJUDICATION
Unlike voluntary arbitration, in adjudication, the arbitrator or adjudicator is
appointed by the government
In adjudication, the industrial dispute is referred for arbitration by the government
and both the parties have to accept the decisions of the arbitrator.
The objective of adjudication is to maintain industrial peace by stopping the parties
from causing work- stoppages and providing a method for settling the industrial
dispute.
COMPULSORY CONCILIATION (MACHINERY) AND MEDIATION
Conciliation is a process by which the discussion between workers and employer is
kept going on through the activities of a conciliator. i.e., third party
A conciliator aids resolving the differences between two parties and keeps them to
understand and appreciate the situation better.
Mediation is a process by which the third party attempts to stimulate labour and
management to reach some type of agreement. The mediator cannot decide the
issue. He is strictly neutral who can only listen, suggest, communicate and
persuade.
In compulsory conciliation and mediator, the government imposes an obligation on
the workers and management to refer their disputed to the conciliation and
mediation service. The government also prevents both parties from work stoppages
till the conciliation or mediation is going on.
Conciliators and mediators are asked to furnish their report within a time period. If
the efforts to reconcile fail, workers are free to go on strike and the employer is
free to declare a lock- out.
COMPULSORY INVESTIGATION
Government may set up machinery to investigate into any dispute. Machinery may
be a court of inquiry to explore facts and issues involved. A wide publicity may be
given to it because, quite possible, the public opinion may compel the two parties
to leave their rigid and obstinate attitude and try to arrive at a settlement.
Moreover, the period during which court of inquiry is being conduced, may serve
as a cooling off period for two primary parties to reconsider their stands coolly.
Court of inquiry is given almost same powers as remain with civil court.
GRIEVANCE PROCEDURE
A grievance may be defined as any feeling of discontent or dissatisfaction, whether
expressed or not and whether valid or not, arising out of anything connected with the
company that an employee thinks, believes or even feels is unfair, unjust or inequitable. A
grievance may be:
Unvoiced or stated by the worker,
Written or unwritten, and
Valid or ridiculous, and may arise out of something connected with the company,
e.g., company policy or actions
A good grievance handling procedure
Simple, easy to understand and to operate;
Settle grievances at lower level;
Systematically handle the grievances ad promptly remedify the conditions
complained of;
Depending upon the nature of grievance, refer it to appropriate authority;
Ask the employee to give his complaint in writing;
Permit the worker to appeal against the decision taken at lower level and
lastly
The grievance procedure should be made, realizing the importance of
industrial harmony and good labour relations.
Steps involved in grievance handling procedure
STEP 1
The aggrieved employee presents his grievance in writing to his foreman or supervisor; he
puts his grievance to union representative who also is a full time employee of the
company. If the foreman, aggrieved employee and the union representative fail to work
out a settlement of grievance, the dispute in the written form is sent to a higher step in the
procedure.
STEP 2
The grievance is looked into by the middle management and the union committee man; a
union committee man supervises several union representatives and is specialists in union
management negotiations. If the situations still remain unsettled, as the third step, the case
if forwarded to top management and top-union officials.
STEP 3
Top management representatives and top union official discuss the grievance, which by
this time has now become issue that has political implications. Thus it is very difficult to
secure an integration of interests at this higher level.
STEP 4
If top management and union leaders fail to settle the issue, the fourth step, then, is to
submit the same to an impartial arbitrator for final decision as to the action required. A
failure to settle the issue at the step 4 may result in strike, picketing, Gherao or lockout. It
is the best if the grievance gets settled at the level of supervisor and union representative.
LESSON- IV
COLLECTIVE BARGAINING
MEANING AND DEFINITION
Collective bargaining takes place when a number of work people enter into a negotiation
as a bargaining unit with an employer or group of employers with the object of reaching
an agreement on the conditions of the employment of the work people.
Collective bargaining is probably the most effective method of resolving industrial
disputes. It occurs when representatives of a lobour union meet management
representatives to determine employee's wages and benefits, to create or revise work rules,
and to resolve disputes or violations of the labour contract.
The bargaining is collective in the sense that the chosen representative of the
employees (i.e. the union acts as a bargaining agent for all the employees in carrying out
negotiations and dealings with the management.
CONCEPT
Effectively, collective bargaining is a managerial tool that facilitates an amicable and
mutually acceptable agreement between the management and the employees, to solve all
employment ? related problems. In some cases, third-party intervention might be
necessary to resolve these matters.
Collective bargaining constitutes the negotiations between the management and the
union with the ultimate objective of settlement of the disputed issues.
Collective bargaining is basically a give and take process involving proposals and
counter proposals.
Meetings between management representatives and union leaders are conducted in
an attempt to arrive at an agreement or at the settlement of the dispute.
The two parties bargain with each other on disputed issues to arrive at an
agreement.
The agreement is signed by both the parties and the length of time the treaty will
operate may be specified.
Collective bargaining introduces an element of democracy in the field of Industrial
Relations and Management.
Collective bargaining imposes certain restrictions upon the employer. Unilateral
action is prevented. The employer is no longer free to make and enforce
employment decisions.
FEATURES OF COLLECTIVE BARGAINING
The main features of collective bargaining are:
GROUP ACTIVITY
Collective bargaining is a group activity because the parties involved in the bargaining
process represent different groups
ACTIVITY LEVELS
There are different levels in the process of collective bargaining. Starting with a simple
bipartite discussion between the management and the employees at unit/ plant level, it can
proceed to industry/ national level.
FLEXIBILITY
Collective bargaining aims at a mutually agreeable and favorable solution to the problems
between the management and the employees. Thus, flexibility, in ideas and opinions,
demands and requests, and decisions and agreements is the chief characteristic of the
collective bargaining process.
WIN- WIN SITUATION
The agreements of collective bargaining are based on the principle of mutual interest. All
the parties involved should have win-min attitude and aim at reaching an agreement that is
in the best interests of all parties
BUILDS RELATIONSHIPS
Collective bargaining, as a continuous process, helps in building a culture of strong
relationships between the management and the employees (trade unions). This helps in
developing a conflict / dispute ?free industrial environment.
AN ART AND A SCIENCE
An expert at collective bargaining is someone who has practiced the art well. It is also a
science because understanding the process of collective bargaining and predicting the
response of the other party as accurately as possible can help in better negotiation and
enhanced performance in achieving the desired results.
OBJECTIVES
Collective bargaining has benefits not only for the present, but also for the future. The
objectives of collective bargaining are:
To provide an opportunity to the workers, to voice their problems on issues related
to employment
To facilitate reaching a solution that is acceptable to all the parties involved
To resolve all conflicts and disputes in a mutually agreeable manner.
To prevent any conflicts/disputes in the future through mutually signed contracts
To develop a conducive atmosphere to foster good industrial relations
To resolve issues through third party (government) involvement in case of
conflicting interests of the practices involved.
To provide stabile and peaceful industrial relations in the organization
To enhance the productivity of the organization by preventing strikes, lockouts etc.
APPROACHES
Collective bargaining has been viewed from three perspectives:
As a process of social change
Collective bargaining acts as a technique of long- run social change, leading to
restructuring in the power hierarchy of competing groups.
As a peace treaty between the conflicting parties
It serves as a peace treaty between both parties in case of continued conflict.
However, as the compromise is a temporary truce, each party would like to modify
the contract at the earliest opportunity.
As a system of industrial jurisprudence
It is a rule-making or legislative process, in the sense that it formulates terms and
conditions under which labor and management will cooperate and work together
for a specific period.
IMPORTANCE
In summary, collective bargaining offers the following benefits to both employers as well
as employees:
It helps increase economic strength of both parties at the same time
protecting their interests.
It helps establish uniform conditions of employment with a view to avoid
occurrence of industrial disputes.
It helps resolve disputes when they occur.
It lays down rules and norms for dealing with labour.
It helps usher in democratic principles into industrial world.
PROCESS
Collective bargaining has two facets:
Negotiating the work conditions that become the collective agreement (contract)
describing employer0employee relationship on the job
Interpreting and enforcing the collective agreement (contract administration) and
resolving any conflict arising out of it.
The process of collective bargaining involves six major steps:
Preparing for negotiations
Identifying bargaining issues
Negotiation
Reaching the agreement
Ratifying the agreement
Administration of the agreement
Preparing for negotiation
Careful advance preparations by employers and employees are necessary because of the
complexity of the issue and broad range of topics to be discussed during negotiations.
Effective bargaining means presenting an orderly and factual case to each side.
IDENTIFYING BARGAINING ISSUES
The major issues discussed in collective bargaining fall under the following four
categories:
Wage related issues
These include such topics as how basic wage rates are determined, cost of
lining adjustments, wage differentials, overtime, wage adjustments and the
like.
Supplementary Economic benefits
These include such issues as pension plans, paid vacations, paid holidays,
health insurance plans, retrenchment pay, unemployment pension, and the
like.
Institutional Issues
These consist of the rights and duties of employers, employees, unions,
employee's stock ownership schemes and QWL programmes.
Administrative Issues
These include such issues as seniority, employee discipline and discharge
procedures, employee health and safety, technological changes, work rules,
job security, training and the like.
NEGOTIATING
Preparations having been made and issues been identified, the next logical step in the
collective bargaining process is negotiation. The negotiation phase begins with each side
presenting its initial demands. The negotiation goes on for days until the final agreement is
reached.
SETTLEMENT AND CONTRACT AGREEMENT
After an initial agreement has been made, the two sided usually return to their respective
constituencies to determine whether what they have informally agreed upon is acceptable.
In this stage, the union-negotiating team explains and puts the agreement to the
union members for a vote. If voted, this agreement is formalized into a contract. It is
important that the contract must be clear and precise.
ADMINISTRATION OF THE AGREEMENT
The agreement must be implemented according to the letter and spirit of the provisions of
the agreement. Faculty implementation or violation of any provision leads to disputes. The
HR must play crucial role in the day ?to day administration of the contract. He or she
advises on matters of discipline and works to resolve grievances arising out of the
agreement.
ESSENTIALS FOR SUCCESSFUL COLLECTIVE BARGAINING
The following conditions favor collective bargaining:
There should be a single union, or in case of multiple unions, a common agreement
among them. Clash of interests among unions, leads to chaos and uncertainty,
which would result in a loss to the employees.
Management should be open to the requests of the trade unions and should identify
the union representatives.
The culture of the organization should foster the right spirit for collective
bargaining to be successful.
The role of a third party should be minimized and agreements should be based on
bipartite bargaining.
All the parties involved should aim at a win-win situation and not a win lose
situation. The common interests of the organization and its employees should be
taken into consideration while reaching any agreement.
Lesson ? V
MANAGING DISCIPLINE
MEANING AND DEFINITION
Discipline in its broadest sense means " orderliness, the opposite of confusion. It does not
mean a strict and technical observance of rigid rules and regulations. It simply means
working, cooperating and behaving in a normal and orderly way, as any responsible
person would expect an employee to do"
"Discipline is employee self-control which prompts him to willingly co-operate
with the organizational standards, rules, objectives, etc."
An employee is subjected to disciplinary action when he fails to meet some
obligations towards his job or the organization. The primary objective of disciplinary
action is to make an employee conform to the organization's rules and regulations.
OBJECTIVES
The aims and objectives of discipline are:
To ensure and enable employees to work in accordance with the rules and
regulations of the organization
To ensure that employees follow the organizational processes and procedures in
spite of their different personalities and behavior.
To provide direction to the employees and fix responsibilities.
To improve organizational performance by improving the efficiency of each
employee.
To maintain a sense of orderliness and conformity to organizational rules in the
employees.
To maintain common feelings of trust and confidence in the employees towards
each other and towards the management.
TYPES OF DISCIPLINE
Discipline among employees can be achieved in two ways, either through rewards or
through penalties. Based on this, discipline can be classified into two types:
Self-imposed or positive discipline
Enforced or negative discipline
If employees are motivated through rewards, appreciation, constructive support,
reinforcement or approved personnel actions to conform to organizational rules and
regulations, it is termed as "Positive Discipline". The attitude and mindset of the
employees is developed to ensure that they willingly conform to the rules and regulations
of the organization.
If employees are forced to follow the rules and regulations of the organization by
inducing fear in them, them it is referred to as "Negative Discipline". In this type of
discipline, the employees fear loss of promotion, an increment or a job and therefore
reluctantly and unwillingly try to conform to the organizational rules.
Organizations should use negative discipline only when it is extremely essential.
All efforts should be made to ensure a discipline through a positive approach, so that
employees are motivated to perform as per the disciplinary standards laid out by the
organization.
ACTS OF INDISCIPLINE OR MISCONDUCT
Misconduct or an act of indiscipline impairs the organization, tarnishes its
reputation and leads to employee unrest. If not tacked immediately, these acts can lead to
disciplinary problems.
The basic acts of misconduct or indiscipline in an organization can be categorized
as follows:
ATTENDANCE
Attendance is one of the major problems that mangers encounter in organizations. It
relates to misuse of leave facilities, tardiness and absenteeism. The reasons for attendance
problems could be:
Incongruence in employee and organizational goals
Personality characteristics, like attitude towards work
Unpleasant relationship with supervisors and co-workers
Ensured job security leading to a relaxed and uninterested approach
ON THE JOB BEHAVIOR
An employee's behavior should be in accordance with the rules and regulations laid out by
the organization. Any behavior that hampers the work of the individual or disturbs the
performance of other employees demands disciplinary action. Reasons for such acts of
indiscipline can be:
Lack of proper upbringing and education
Work-related pressures and trained relationships
General attitude and personality of the individual
DISHONESTY
Dishonesty is not only stealing or misusing organizational resources. It could also involve
claiming a colleague's work, cheating, spying, working below potential etc. Dishonesty
brings in distrust among the employees and between the management and the employees.
The reasons for dishonesty could be:
Social and economic pressures
Lack of proper upbringing and education
Personality characteristics of the employee
Biased and subjective performance evaluation systems
ACTIVITIES THAT ARE HARMFUL FOR THE ORGANIZATION
This category includes all those activities that employees engage in, which affect either
their on-the-job performance or the organization's reputation. Unauthorized strikes,
criminal activities, and working for a competitor are some of these activities.
CAUSES OF INDISCIPLINE AND MISCONDUCT
Indiscipline relates to disorderliness at work and non-conformity to the prescribed rules
and regulations of the management. Some of the causes of indiscipline are:
When an employee has to perform a job that does not suit his qualifications,
experience or aptitude, it can lead to employee frustration and demotivation. This
can lead to acts of misconduct like irregular attendance, tardiness at work etc.
Strained relationships with the supervisor or with colleagues can force an
employee to indulge in acts of indiscipline similar to the ones stated above.
Improper or biased evaluation of individuals and their performance can result in
demotivated employees, whom might resort to misconduct to express their
dissatisfaction and distress.
An efficient, ineffective and closed-door grievance redressal procedure in an
organization can result in indiscipline of employees who are dejected and
frustrated.
Loss of trust or confidence in each other, or in the management, can make
employees behave in an indisciplined manner.
Lack of proper education and upbringing of the workers can also lead to
indiscipline at work.
Improper or inconvenient working conditions can lead to acts of indiscipline by
workers.
Ambiguous working responsibilities, organizational policies and procedures also
lead to frustration among employees and result in misconduct.
Social and economic pressures or compulsions, outside the purview of the
organization, may also lead to indiscipline and misconduct of employees.
PRINCIPLES OF MAINTAINING DISCIPLINE
The principles that have to be adhered to, in the maintenance of discipline are:
The rules and regulations should be framed with mutual coordination and
acceptance of the management and employees. By involving employees in the
process, their degree of compliance with the rules can be improved.
All the rules should be evaluated and updated from time to time to ensure their
relevance and utility.
Rules should be formulated based on the nature of work and working conditions,
Separate rules have to be framed for employees in the office and in the field.
The rules should be so formulated that they ensure an objective and unbiased
analysis of the acts of indiscipline. Every employee should be treated the same way
under the disciplinary procedure.
All the employees should know the penalties for violation of different rules. This
would help in maintaining restraint when they contemplate acting in violation of
rules and regulations.
The disciplinary procedure should ensure that an employee does not repeat a
similar act of indiscipline in the future. The disciplinary action taken, should
deliver a strict message to the employee, regarding the consequence of a similar act
being repeated.
The disciplinary procedure should provide for analysis of a rule or its violation, if
the employees are violating the rules frequently.
The entire procedure including the appeal and review of all the disciplinary actions
should be mentioned in the employee's handbook or collective agreements.
The procedure should provide for a legal as well as a humane approach.
MC GREGOR'S RED HOT STOVE RULE
One effective way to approach the disciplinary process is to follow what is popularly
known as the "red-hot stove rule". This suggests that administering discipline is more like
touching a hot stove. According to this rule propounded by McGregor, corrective action
should be immediate, impartial, and consistent with a warning like the results of touching
a red-hot stove. The results of touching a red-hot stove are:
IMMEDIATE
The burn-received when a person touches a red-hot stove is immediate and the person
knows that something has gone wrong.
IMPERSONAL
Regardless of who touches it, the stove causes burns.
CONSISTENT
Every time a person touches a red-hot stove, he receives burns. That is, the results are
consistent.
DISCIPLINARY PROCEDURE
The different stages in the disciplinary procedures of an Indian organization are:
Forming and issuing a charge sheet
When the management of an organization wants to initiate an enquiry against an
employee for alleged misconduct, the concerned employee is issued a charge sheet.
The charge sheet should clearly indicate the charges against the employee and seek
an explanation for the employee's misconduct.
Considering the Explanation
If the employee admits his misconduct or if the management is satisfied with the
explanation offered by the employee in response to the charge sheet, there is
normally no further enquiry.
Issuing the notice of enquiry
If it is decided that an enquiry be held, a notice of enquiry has to be issued to the
worker. An enquiry officer is appointed, preferably aided by a person well-versed
in law, or an outside expert conversant with the intricacies and procedures of
domestic enquiries.
Holding a Full-fledged Enquiry
The enquiry should be in conformity with the principles of natural justice and the
employee concerned must be given an opportunity to be heard. The enquiry officer
must record the findings ion the process of enquiry in an impersonal and objective
manner. He should refrain from making any judgmental comments.
Final Order of action
The appropriate authority, based on the findings of the enquiry officer, makes the
judgement. He either acquits the employee or judges him guilty of the charges.
Based on the decision taken, the punishment for the employee's misconduct is
determined.
Follow- up
THE MANAGEMENT SHOULD ALSO ENSURE THAT THE INDISCIPLINE OF THE
EMPLOYEE IS NOT REPEATED.
APPROACHES TO DISCIPLINE
There are three main approaches to discipline. They are incorrect discipline, preventive
discipline and positive discipline.
INCORRECT DISCIPLINE
The term "incorrect discipline" refers to the usage of improper and incorrect measures to
enforce discipline in the organization. Some of the incorrect techniques used by mangers
are:
Positive Discipline: This is a disciplinary procedure where discipline is instilled in the
employees through fear. this approach assumes that employees work more effectively
and with discipline if fear is instilled in them.
Negative Feedback. In some organizations, employees are given feedback only when their
performance is found to be unsatisfactory. This kind of approach, called the negative
feedback approach, demotivates employees. Hence it is important for organizations to give
both positive and negative feedback to employees to enable them evaluate their own
performance.
Late intervention. In case the manager ignores it and allows the problem to continue, then
solving it becomes difficult in the later stages. This is referred to as a late intervention or
procrastination discipline.
Labeling employees not behavior. Managers are sometimes tend to label employees
because of their unsatisfactory performance on a job. Such labeling has certain negative
implications.
Misplaced responsibility. A proper analysis may sometimes reveal that it is not the
employee, but the management, that is responsible for the misconduct of the employee.
PREVENTIVE DISCIPLINE
In this, employees are managed in a way that prevents undesirable behavior or
misconduct. This approach needs an environment of job satisfaction and trust that will
lead to improved employee performance. This kind of disciplinary approach is proactive in
nature. Its characteristics are
When selecting an employee, the manager should make sure that the employee
goals are in congruence with organizational goals.
The next step is the training and development of employees to ensure that they
adapt themselves to the job requirements to deliver good performance.
The management should clearly state that disciplinary procedure to the employee
and clear any doubts that employee may about the policies or procedures of the
organization.
Constructive feedback should be provided to the employees as and when deemed
necessary.
Communication is an essential aspect for preventive discipline to be effective.
Employees should feel free to communicate their problems to the managements
through an open door policy. Frequent meetings between management and
employees should be held to help the employees share their problems, concerns
and ideas with the management.
Positive Discipline
An approach in which unsatisfactory behavior of employees is corrected through the
support and positive attitude of the managers is called positive discipline. This type of
disciplinary process is positive and facilitates problem solving in a people oriented
approach. This approach mainly lays emphasis on believing that if employees are treated
fairly and in humane manner they will follow the disciplinary process of the organization.
It is process comprising of a series of policies and steps.
They are:
Clarify responsibility for discipline
Define expected employee behavior
Communicate discipline policy, procedures, and rules
Collect performance data
Administer progressive discipline
Administer corrective counseling techniques
TYPES OF DISCIPLINARY ACTION
VERBAL WARNING
Verbal warning is an informal warning given to an employee. It is one of the mildest
actions taken against an employee for an act of indiscipline. Such warnings are given in an
formal and private environment.
WRITTEN WARNING
If the oral warning fails, then the next step is to give a written warning to the employee.
This is a formal stage as the written warning is placed in the employee's file and a copy
given to the employee and one sent to the personnel department.
SUSPENSION
If the employee does not adhere to the rules and regulations of the organizations in spite of
being given a verbal and written warning, then the next step is "suspension" of the
employee. In suspension, the employee is laid- off from work for a short period of time
and he is not paid during this time. This kind of action helps in making the employee
realize his fault and the inconvenience that his behavior has caused to others in the
workplace.
DEMOTION
If no improvement is noticed in the performance of the employee even after suspension,
and if the management wants to strongly avoid dismissing the employee, demotion may be
alternative. Demotion is administered only when
The employee clearly does not have the ability to perform the job
Management perceives itself legally or ethically constrained from distributing the
employee
It is believed that this action will waken the employee to change his behavior.
PAY CUT
This approach has a demoralizing effect on the employees, but is considered rational
action by management if the only other alternative is dismissal. If employee alters his
behavior, the pay cut can always be cancelled.
DISMISSAL
The ultimate disciplinary punishment is dismissing the erring employee. This action must
be used only for the most serious offense or after all earlier steps have failed. The decision
to dismiss an employee should be given long and hard consideration before being
implemented.
CODE OF DISCIPLINE IN THE INDIAN INDUSTRY
The code of discipline in the Indian industry was formulated on the recommendations of
the Indian Labor Conference held in New Delhi in the year 1957. The main aim of the
code was to lay down certain principles of discipline that govern the Indian industry. The
basic features of the code of discipline are as follows:
Both the management and the employees should abide by certain self-imposed
rules in order to avoid disputes. In case disputes arise, they should be settled
through negotiation, conciliation and voluntary arbitration.
Each party should acknowledge and respect each other's rights and responsibilities
No party should take any unilateral decision regarding any disputes. The existing
machinery for settlement should by utilized
The code discouraged litigation and lays emphasis on settlement of disputes
through negotiation, conciliation and voluntary arbitration rather than through
adjudication.
Acts of violence, coercion, intimidation or incitement should not be indulged in.
There should be precision and speedy implementation of disciplinary action and
any agreements reached.
Employees and trade unions can take appropriate actions in case they find offices
and supervisors indulging in activities, which are against the code.
The trade union must be recognized in accordance with the criteria laid down for
this purpose. Only unions that observe the code of Discipline are entitled to
recognition.
LESSON - VI
WORKERS AND MANAGERIAL DECISIONS
MEANING AND DEFINITION
" The concept of worker's participation in management crystallizes the concept of
industrial democracy, and indicates an attempt on the part of an employer to build his
employees into a team which works towards the realization of common objectives"
The concept of worker's participation aims at providing an opportunity to the
workers to take part in the management decision-making. Worker's participation is
adopted and practiced differently in different organizations while in some places, the
employees might be required to just give their suggestions and the final decision-making
authority vests with the management, in other places, the workers might be involved in
taking only operational decisions. In some other places, however, workers might get to
actively participate in all the decisions of the organization, including those at the strategic
level.
Workers participation in management can be in any shape, from establishing work-
committee to auto-management by the employees. The aim of management is to get wok
through others. Workers, if they are permitted to participate and involve themselves in
some of the decisions relating to work situation, etc., perhaps more effectively the
company objectives can be achieved.
LEVELS OF PARTICIPATION
The degree of influence that workers are allowed to exercise can be classified into five
levels - from the minimum to maximum degree of participation. These levels are:
INFORMATIVE PARTICIPATION
At this level of worker's participation, information regarding the balance sheet, production
targets, new technology introduction etc. is shared with the workers. It is a one-way
communication from the management to the workers. The workers have no role to play in
organizational management.
CONSULTATIVE PARTICIPATION
Worker representatives in different forums like work committees and joint management
councils are consulted on matters such as employee benefits, employee welfare and work
conditions. The recommendations of the worker representatives are given due
consideration, but the final decision-making authority vests with the management.
ASSOCIATIVE PARTICIPATION
The management is under a moral obligation to accept and implement the unanimous
decision of the worker's council. The workers at this level of participation have a major
role to play, when compared with the earlier two stages.
ADMINISTRATIVE PARTICIPATION
In administrative participation, the worker's council is given certain alternatives from
which it can select the one it wants to implement. At this level workers enjoy a greater
degree of influence than at the previous three levels.
Decision participation
At this level, decisions are taken jointly on matters relating to production and welfare. As
the decisions are taken with the mutual consent, both the parties are obliged to abide by
them, and the decisions are successfully implemented.
Purpose of Workers Participation
Workers Participation In Management Ensures That The Capabilities Of Workers
Are Properly Utilized And That They Are Able To Make A Significant Contribution To
The Effectiveness And Economic Welfare Of The Organization. The Reasons For
Workers Participation Are As Follows:
It Bridges The Gap Between The Management And The Workers By Authorizing
The Workers To Take Part In Managerial Functions.
Workers Feel Valued And Therefore Are More Committed To Their Work.
They Feel They Have The Ability O Influence Organizational Decisions And This
Makes Them More Responsible In Performing Their Duties.
Since They Are Involved In The Process Of Decision-Making, Nay Change In The
Organization Can Be Implement Without Resistance From Them.
Participation Also Ensures That Each Party (Workers And Management)
Understands The Problem And Constraints Of The Other. This Helps In Reducing
Industrial Conflict.
Participation Enables Equal Distribution Of Power In Industry So That It Tends To
Be Shared Among All Those Engaged In Organizational Work.
Participation Facilitates Effective Communication Between The Workers And The
Management.
The Increased Use Of Technology In Industry Has Necessitated The Growing Co-
Operation Of Workers Because Of The Complex Operations Of Production.
To Summarize, Participation Improves The Progress And Prosperity Of The
Enterprise As Workers Put In Their Best Efforts. Psychologically, It Helps In Fulfilling
The Non-Monetary Needs Of The Employees And, Sociologically, It Reduces The
Number Of Industrial Disputes And Creates A Positive Atmosphere And Interest In The
Work Being Performed.
TYPES OF WORKERS PARTICIPATION
Workers participation in management may take many forms, e.g.
1) Formal participation, which can be ?
Ascending participation
Descending participation
2) Informal participation
I Formal participation
It consists of some plan for labour-management co-operation, i.e., to some degree,
recognized as a modus opernadi between management and workers, frequently through a
union.
1) Workers and management may work together on such plans as
Accident prevention
Elimination of waste and defective work
Attendance & Absenteeism
Employee insurance plans, etc.
2) In ascending type of participation, the elected representatives of workers participate
in managerial decisions at higher levels such as in the board of directors of the
enterprise.
3) In descending type of participation, workers participate in the planning and deciding
their own work on the shop floor.
4) Collectively, workers can participate in ?
Works committees, which are meant for promoting measures for securing and
preserving amity and good relations between workers and management. A
works committee comments upon matters of common interest and attempts to
settle any material difference of opinion between the two parties..
Joint ? councils of workers and management may decide the issues on which
interests of management and workers are identical, e.g., Accident prevention
and safety measures, determination of production standards, workers training,
welfare measures etc.
Information sharing in which workers are told about certain aspects of the
company, e.g., plans for expansion, financial position of the company, etc.
Employees director, i.e., an elected representative of the (employee's or)
workers is one of the board of directors.
5) Individually workers can participate in management through
JOB ENLARGEMENT AND JOB ENRICHMENT
Job enlargement means expanding the job ?content ? adding task elements horizontally.
Job enrichment means that additional motivators are added to the job so that it is more
rewarding. The purpose of job enlargement and job enrichment is to relieve the boredom
of the worker, which flows from excessive specialization in mass- production industries so
that the job itself may be source of self-satisfaction. Job enlargement and job enrichment
do provided for worker's participation because they offer freedom and scope to them to
use their judgment.
SUGGESTION SCHEMES
Employee's view on such matters as machine utilization, waste management energy
conservation and safety measures are invited, and reward is given for the best suggestion.
This procedure enables the management to arouse and maintain the employee's interests in
the problems of their concern and its management. The suggestion schemes are
increasingly used by progressive management.
II Informal Participation
It is more typically at work-group level, where the foreman develops the opportunity for
the group of workers to take part in a problem-solving or decision-making process.
Typically, the matters on which decisions are taken are those within the prerogatives of the
foreman or supervisor.
IMPORTANCE OF PARTICIPATION
The greatest benefit of participative management is that the employee identifies
himself or herself with the wok and this leads to an improved performance.
Participation tends to improve motivation because employees feel more accepted
and involved in the situation. Their self-esteem, job satisfaction, and cooperation
with the management will also improve.
Reduced conflict and stress, more commitment to goals, better acceptance of a
change.
Employees may also reduce turnover and absences when they begin to feel that
working conditions are satisfactory and that they are becoming more successful in
their jobs.
The act of participation in itself establishes better communication, as people
mutually discuss work problems. The management tends to provide workers with
increased information about the organization's finances and operations, and this
helps employees to give better quality suggestions.
Participative management has ethical dimensions also. The ethical orientation
stems from:
Morality the impartial promotion of human welfare
Recognize the inherent value and dignity of the human being
The self-worth of the individual enhances
Participation relates to the mental and physical health of employees
Ethical justification for worker participation is derived from negative consequences
of hierarchical and authoritarian organizations of work.
WORKERS PARTICIPATION IN INDIA
In India, according to the industrial policy resolution, 1956, he aim of the government in
advocating worker's participation in management is to create a socialist society where
workers share the managerial powers. In second Five-year plan, the purpose of worker's
participation was defined as follows:
Increasing productivity for general benefit of the enterprise, employees and
community;
Giving employees a better understanding of their role in the working of the
industry and of the process of production
Satisfying the workers urge for self-expression, thus leading to industrial peace,
better relations and increased cooperation
The Government of India accepted that the representatives of workers should be
taken on the board of directors of public sector enterprises. The worker director
(representative of the workers) is to be elected by all he workers of the company
through a secret ballot.
Another tool that has become popular as a form of participative management in an
organization is the employee stock option Plan (ESOP). ESOPs offer emotional
and financial ownership to the employees.
PRE-REQUISITES FOR SUCCESSFUL PARTICIPATION
For worker's participation to be successful, there is a need to have:
A healthy work atmosphere that motivates employees to participate in the decision-
making process. Frequent conflicts in industries frustrate workers and they do not
show interest in decision-making as they feel that they management is averse to
proposals made by the workers.
It is the responsibility of both the workers and the management to put in their best
efforts, talents and resources for the realization of their goals.
There should be total agreement between both parties regarding the functioning of
the participation schemes. This will ensure the willingness of both the parties to
participate in the [progress and functioning of the schemes.
Frequent meetings between the two parties will reduce he communication gap and
help in implementing decisions at the right time.
The participation schemes in an organization should be introduced at he shop floor
and plant level. Until these are underway, the scheme of workers involvement at
the board level should not be introduced.
Workers training and education should be given importance so that the workers
can understand the importance of their participation and its beneficial effects for
the organization.
The programs for training and development should be formulated comprehensively
so that the workers are able to comprehend the various aspects of management.
To make the employees participate actively, their suggestions should be taken into
account and if the suggestions are good, they should be implemented immediately.
This would increase employee contribution and cooperation.
The management and the workers should trust one another and work towards
improving the system. They should be willing to contribute to the fulfillment of
organizational goals.
Workers participation schemes should be based on mutual trust and confidence and
not enforced by law or compulsion, as this would defeat their very purpose.
Finally, it is important to evaluate the effectiveness of the worker participation
programs from time- to ? time and if required, necessary changes should be made
to render them more acceptable and effective.
QUESTIONS
1. What is meant by industrial relations? What is their importance? Describe the
conditions for good industrial relations.
2. What are the causes of poor industrial relations? Give your suggestions to improve the
legislation concerning industrial relation to our country.
3. Explain clearly the machinery provided under the industrial dispute act 1947 for the
prevention and settlement of industrial disputes.
4. Define a grievance and indicate the organizational responsibility and principles or
guidelines for handling grievances in an industrial grievance.
5. Distinguish between the grievance and an industrial dispute. Indicate the forces that
give rise to industrial conflict or industrial disputes with reference to Indian conditions.
6. Examine the determinants and significance of good industrial relations in modern
industrial society.
7. Discuss the nature and role of collective bargaining. Outline an ideal process of
collective bargaining.
8. Describe the requirements of an effective collective bargaining. State the points, which
should be remembered in a negotiation process.
9. Has collective bargaining Flourished in India? If not, what are the reasons? How can
we make it work in India?
10. What is collective bargaining? State the necessity and importance of collective
bargaining.
11. What is the importance of collective bargaining in industrial relations? Is collective
bargaining successful in India?
12. What are the essential of a good disciplinary system?
13. What is "hot-stove rule"?
14. Describe the various kinds of punishments, which are inflicted on a worker for
misconduct?
15. Describe the salient features of domestic Enquiry.
16. What is meant by model standing orders? Are these orders applicable to all
establishments? What is the scope of their applications?
17. Describe the Indian law on discipline in industry.
18. "Participation in management is claimed to usher in an era of industrial democracy."
19. Describe the function of shop council and joint councils under the 1975 scheme of
participative management.
20. What are the essential functions of joint management council? Why have they not been
successful in our country?
21. Explain in your words, what empowerment means to you. Give an illustration of a
time when you truly felt empowered.
22. Why do you think participative management has not succeeded in our country?
23. Why do workers organize into unions? Explain the obstacles in the growth of strong
trade unionism in India.
24. Why does there exists of the problem of inter-union rivalry? Suggest measures to
curve this problem in India.
25. Trace the origin and growth of trade union movement in India.
26. Describe the present trade union pattern in our country. What suggestion would you
give to develop the movement on healthy lines?
27. Write to brief note on employer's organization in India. What impact do unions have
on employers and employees?
This post was last modified on 14 March 2022