What is HR management?

Human resources management (HRM) is a management function concerned with hiring, motivating and
maintaining people in an organization. It focuses on formal systems that help manage people within
organizations. Human resource management is designing management systems to ensure that human talent is
used effectively and efficiently to accomplish organizational goals.

Goals:

HRM is a subset of management. It has five main goals:

Strong employees = competitive advantage

1. Attract employee
2. Attain employee
3. Hire employee
4. Motivate employee
5. Train employee

The HRM Functions

HRM has four basic functions:

1. staffing
2. training and development
3. motivation
4. maintenance

In other words, hiring people, preparing them, stimulating them, and keeping them

1. Staffing:

Definition: Staffing involves identifying the right people for the right job at the right time.

Example: Imagine a bakery needs to hire a new pastry chef. The HR department would begin by drafting a
job description outlining the necessary skills and experience required for the role. Then, they would advertise
the job on various platforms such as online job boards, social media, and local newspapers to attract potential
candidates. After receiving applications, HR would review resumes, conduct interviews, and finally select the
best candidate for the position.

2. Training and Development:

Definition: Training and development focus on enhancing the skills, knowledge, and abilities of employees to
improve job performance and prepare them for future roles.

Example: Let's say the company decides to transition from using an older programming language to a more
modern and efficient one. The HR department would coordinate training sessions for developers to learn how
to use the new system effectively. Through this training, the developers become proficient in the new
programming language, enabling them to write more efficient code. This improves their job performance for
future projects in the new technology.
3. Motivation:

Definition: Motivation involves encouraging employees to perform their best through various incentives,
recognition, and support mechanisms.

Example: Consider an IT company that wants to boost employee productivity. The HR department starts a
program where employees who go above and beyond their duties receive "Employee of the Month" awards
along with gift cards or certificates. Additionally, they introduce flexible work hours and remote work options
to provide employees with a better work-life balance. These initiatives motivate employees to perform well in
their roles and encourage a positive work environment.

4. Maintenance:

Definition: Maintenance focuses on ensuring the well-being and satisfaction of employees to promote their
retention within the organization.

Example: Suppose a manufacturing company prioritizes employee safety. HR conducts regular safety
training sessions to educate employees about proper equipment usage and emergency procedures. They also
implement safety protocols and maintaining a clean and organized work environment. By prioritizing
employee safety and health, the company reduces the risk of accidents and injuries, fostering a culture of trust
and loyalty among employees.

Imagine a restaurant where the HR team makes sure all the staff have everything they need to work safely and
comfortably. They provide training on how to handle hot pans and knives safely, regularly check the kitchen
for any risk/danger/accident, and give everyone aprons and gloves to protect them while they work. This
makes the employees feel valued and safe, which makes them want to keep working there.

Challenges for HRM

1. Change Management:

Definition: Change management means handling changes in a company so that they don't cause big problems
and the transitions happen smoothly.

Example: Imagine a company decides to use a new computer system. The people in charge (like HR) talk to
everyone to explain why they're making the change, they teach everyone how to use the new system, and they
listen to any problems or complaints people have.

2. Staff Training and Development:

Definition: Staff training and development is about helping employees learn new things to do their jobs
better, especially when things change at work.

Example: Let's say a company organizes classes or online courses for its employees to get better at things
like being a leader, communicating well, or using new technology.

3. Attracting Top Talent:

Definition: Attracting top talent means finding and hiring the best people for a job by showing why your
company is a great place to work.
Example: A company going to job fairs or industry events to meet talented people. They also make sure to
talk about how great the company is to work for and offer good benefits to make people want to work there.

4. Talent Retention:

Definition: Talent retention is about keeping good employees happy and working for the company by giving
them reasons to stay.

Example: An organization implements flexible work arrangements, provides opportunities for career
advancement, and rewards employees for their contributions to increase job satisfaction and retention.

5. Ensuring Employees’ Physical and Mental Well-being:

Definition: This means making sure that employees are safe, healthy, and feeling good mentally at work.

Example: a company regularly checks that the workplace is safe, provides counseling services for employees
who feel stressed or down, and gives them the chance to balance work and personal life.

6. Ensuring Diversity:

Definition: This is about making sure that everyone feels welcome and respected at work, no matter their
background.

Example: If a company has training sessions to teach employees about different cultures, sets up groups to
talk about diversity, and encourages everyone to work together respectfully, they're promoting diversity .

Structure of the HR Department

1. Employment:

Definition: This part of HR is all about finding and hiring new people for the company.

Example: Imagine a company needs to hire a new software developer. The HR team will write a job
description, put it online where people can see it, talk to people who apply, and recommend the best ones to
the boss.

2. Training and Development:

Definition: Here, HR helps current employees learn new things to do their jobs better.

Example: Let's say the company is getting new computer software. HR will teach the employees how to use
it so they can work well with the new system.

3. Compensation/Benefits:

Definition: This is about making sure employees get paid fairly and have good benefits like health insurance.

Example: If someone gets a promotion, HR will look at what other companies pay for similar jobs and
suggest a good salary for the promotion.
 4. Employee Relations:

Definition: This is all about making sure employees feel happy and heard at work.

Example: HR might organize events to celebrate when employees do a great job. They also listen to
employees' ideas and concerns to make the workplace better.

So, in simple terms, HR helps find and hire new people, teaches current employees new skills, makes sure
everyone gets paid fairly and has good benefits, and makes the workplace a nice place to be.

Trends in HRM
1. Global Job Mobility and Talent Retention:
 Definition: This trend refers to the increased movement of workers across borders and the challenges
organizations face in retaining talented employees in a globalized marketplace.
 Example: A multinational technology company implements a cross-border talent retention program, offering
international assignments, language training, and cultural immersion experiences to employees to encourage
them to stay with the company.
A tech company offers flexible work arrangements, competitive salaries, and opportunities for career
advancement to retain its top talent in the face of stiff competition from other employers.
2. Globalization and its Implications:
 Definition: Globalization involves the interconnectedness and integration of economies, cultures, and societies
worldwide. In HRM, it means managing a diverse workforce across different countries while adhering to local
regulations and cultural norms.
 Example: A pharmaceutical company expands its operations into emerging markets in Asia and Africa. HR
implements diversity training for managers to foster cultural sensitivity and ensure compliance with local labor
laws and customs.
3. Continuous Improvement Programs:
 Definition: These programs involve ongoing efforts to enhance organizational processes, productivity, and
quality. They require a commitment to identifying and implementing improvements across all areas of
operation.
 Example: An automobile manufacturer implements a Kaizen program where employees at all levels are
encouraged to suggest and implement small, incremental improvements to assembly line processes, resulting in
reduced waste and improved efficiency.
4. Workforce Diversity:
 Definition: Workforce diversity refers to differences among employees in terms of factors such as age, gender,
ethnicity, religion, sexual orientation, and abilities. Managing diversity involves creating an inclusive work
environment where all employees feel valued and respected.
 Example: A consulting firm implements diversity initiatives, including bias training, mentorship programs for
underrepresented groups, and the establishment of employee resource groups to support diversity and
inclusion efforts.
5. Employee Expectations:
 Definition: Employee expectations refer to the desires and demands that workers have regarding their jobs,
compensation, work-life balance, and career growth opportunities.
 Example: A tech startup offers competitive salaries, flexible work hours, remote work options, and opportunities
for skill development and advancement to attract and retain top talent in a competitive job market.
6. Changing Skill Requirements:
 Definition: This trend involves the need for employees to continuously update their skills to meet evolving job
demands and technological advancements.
 Example: A retail company invests in training programs to up skill its workforce in digital marketing, e-
commerce platforms, and data analytics to adapt to changing consumer behaviors and remain competitive in
the market.
7. Re-engineering Work Processes for Improved Productivity:
 Definition: Re-engineering entails redesigning work processes to achieve significant improvements in efficiency
and effectiveness.
 Example: A logistics company adopts Lean principles to streamline warehouse operations, resulting in reduced
lead times, lower costs, and improved customer satisfaction through faster order fulfillment and delivery.
8. Employee Involvement:
 Definition: Employee involvement includes practices such as delegation, participative management, and
empowering employees to contribute to decision-making processes.
 Example: A manufacturing company implements a suggestion scheme where employees are encouraged to
submit ideas for process improvements. Management reviews and implements viable suggestions, fostering a
culture of employee involvement and ownership in continuous improvement efforts.

Recruitment
Recruitment refers to the process of identifying, attracting, interviewing, selecting, hiring and on boarding
employees.

Recruiting brings together

those with jobs to fill and those seeking jobs

Recruiting provides information that will attract a significant pool of qualified candidates and discourage
unqualified ones from applying , recruiters promote the organization to prospective applicants.

Recruiting Sources
 internal searches
 employee referrals
 external searches
 online and alternative

1. Internal Searches: Internal searches involve identifying and considering current employees for
open positions within the organization.
 Example: A retail store manager announces a job opening for a supervisory position
within the store. The HR department first looks internally and notifies current employees
about the opportunity. Employees interested in the position submit their applications or
express their interest to their supervisors.
 Advantages:
 Simple, quick, and cost-effective.
 Existing employees already familiar with job roles.
 Promotes employee motivation and loyalty.
 Disadvantages:
 Limits diversity in the workforce
 Limits innovation and fresh perspectives.
  Not all vacancies can be filled internally.
 Potential for internal conflicts and demotivation.
 It prevents new hiring of potential resources. Sometimes, new resources bring
innovative ideas and new thinking onto the table.
 There could be issues in between the employees, who are promoted and who are
not.
2. Employee Referrals: Employee referrals involve current employees recommending candidates
from their network for job openings within the organization.
 Example: A software development company encourages its employees to refer qualified
candidates for open positions. An employee refers a former colleague who possesses the
necessary skills and experience for a software engineer role.
 Advantages:
 Tends to yield higher-quality candidates as employees refer individuals they trust
and believe will be a good fit for the company culture.
 Reduces recruitment costs compared to external sources.
 Disadvantages:
 May lead to a lack of diversity if employees refer candidates similar to themselves.
 Potential for conflicts of interest or favoritism if referral relationships are not
managed properly.
3. External Searches: External searches involve seeking candidates from outside the organization
through various means such as job postings, recruitment agencies, or career fairs.
 Example: A marketing agency posts job openings on various job boards, career websites,
and social media platforms to attract external candidates for a graphic designer position.
 Advantages:
 Access to a larger pool of candidates with diverse backgrounds and experiences.
 Increases the likelihood of finding candidates with specialized skills or
qualifications.
 Expands opportunities for job seekers.
 Enhances organization branding.
 Provides a larger pool of candidates to choose from.
 Disadvantages:
 Higher recruitment costs associated with advertising and screening candidates.
 Requires more time and effort to assess external candidates' fit with the company
culture and values.
 Lengthy selection process.
 Higher recruitment costs.
 External candidates may demand more compensation and benefits.
4. Online and Alternative Sources: Online and alternative sources encompass unconventional
methods of recruiting, such as using social media platforms, professional networking sites, or
niche job boards.
  Example: A tech startup utilizes online platforms such as LinkedIn, GitHub, and Stack
Overflow to identify and recruit software developers. Additionally, they attend industry-
specific networking events and hackathons to connect with potential candidates.
 Advantages:
 Offers flexibility and accessibility, allowing recruiters to reach a wider audience of
passive and active job seekers.
 Provides opportunities to engage with candidates in niche industries or specialized
roles.
 Disadvantages:
 Requires proficiency in online recruiting tools and strategies to effectively target
and engage candidates.
 May result in information overload, making it challenging to sift through a large
volume of applicants.

The Role of Technology in HRM:

The purpose of technology is to make a person’s life easier.

Technology helps HR managers do their jobs more efficiently, make better decisions for the company, and
maximize the potential and productivity of their staff.

Technology has brought about a great change in the working culture in the organizations, and then to in the
field of Human Resource department.

With the help of centralised software, HR administration is simplified and streamlined.

 Companies use all types of technology in human resource management.

 Companies can either use an external software package or create their own, depending on their needs
 Companies now use Internet-based employee applications or other technology in human resource
management for finding new employees.
 Employee paperwork for new and existing hires is often a time-consuming process.
 Use of an online enrollment system is common and beneficial.
 Use of some technology in human resources management
1. Big Data
2. Cloud
3. Mobile Technology

HRM information technology systems help to

 facilitate HR plans
 make decisions faster
 clearly define jobs
 evaluate performance
 provide desirable, cost-effective benefits
HR managers use technology to:

 recruit, hire, and train employees

 motivate and monitor workers
 research fair compensation packages
 communicate throughout the organization
 evaluate decentralized employees' performance

Role Of Technology In Changing The HRM Practices

1. Recruiting:

 Technology like websites and social media helps HR people find more job candidates.

 Systems called Applicant Tracking Systems (ATS) help manage job applications more easily.

 Tools with advanced analytics help companies understand how to find the best candidates
faster.

2. Training:

 Technology allows employees to learn online from anywhere.

 Interactive and fun learning tools keep employees engaged and help them remember what they
learn.

 Systems called Learning Management Systems (LMS) help HR to organize and track
employee training.

3. Data Storage:

 Cloud-based systems store employee information safely and let HR access it easily from
anywhere.

 Digital systems help HR to keep track of employee records without using lots of paper.

 HR can quickly find and use important information about employees when they need it.

4. Performance Management:

 Technology helps HR and managers give feedback to employees quickly.

 Tools for setting goals and tracking progress help employees and managers work together
better.

 Automatic systems for evaluating performance make the process faster and clearer for
everyone involved.

5. Ethics and Employee Rights:

 Technology helps companies make sure employees follow rules and behave ethically.
  Systems like hotlines and training programs encourage employees to report problems and
follow ethical guidelines.

 HR uses technology to protect sensitive information about employees and keep it private.

6. Motivating Knowledge Workers:

 Technology platforms encourage employees to recognize each other's work and collaborate.

 Tools for analyzing performance help HR identify top-performing employees and reward them.

 Personalized plans for development and growth help to keep employees motivated and
improving.

Globalization 1.0 was characterized by how much industrial power countries could produce and apply.

Globalization 2.0 This period saw the introduction of modern communications and cheaper shipping costs.

Globalization 3.0 is our current era. The convergence of the personal computer, fiber-optic Internet
connections, and software has created a “flat-world platform” that allows small groups and even individuals to
go global.

Negative Impacts On Employees And Organizations In Changing The Technology

 Job Loss: When new technology is introduced, some jobs may not be needed anymore. This means
that some people might lose their jobs because their skills are no longer in demand.
 Lack of Knowledge: Sometimes, employees may not know how to use new technology because they
haven't been trained on it. This can make it hard for them to do their jobs effectively.
 Difficulty in Hiring: In countries that are still developing, it can be hard to find people with the right
skills to work with new technology. This means that companies might struggle to hire enough
employees who know how to use the latest technology.

Job Analysis
Job analysis is like taking a close look at a job to understand exactly what needs to be done and what skills are
needed to do it well. It's like making a detailed list of all the tasks someone in that job has to do, what
knowledge they need, and what conditions they work in. This helps companies know exactly what they're
looking for when they want to hire someone for that job. So, it's like creating a clear picture of what a job
involves so that the right person can be hired to do it.
 -

1. Recruitment and Selection: Job analysis helps employers figure out what skills and
qualifications are needed for a particular job. This information is then used to create job
descriptions and advertisements to attract suitable candidates.
2. Compensation: By understanding the tasks and responsibilities of a job through job analysis,
employers can determine the appropriate salary and benefits for that position.
3. Equal Employment Opportunity (EEO) Compliance: Job analysis helps ensure fairness in
hiring and promotion processes by identifying the essential job requirements. This ensures that
all candidates are evaluated based on relevant criteria without discrimination.
4. Discovering Unassigned Duties: Sometimes there are tasks that need to be done but aren't
officially part of anyone's job description. Job analysis can reveal these tasks so they can be
properly assigned into existing roles.
5. Performance Appraisal: Knowing what tasks and responsibilities are involved in a job helps in
evaluating employee performance accurately. Job analysis provides a benchmark against which
employees' achievements can be measured.
6. Training: Job analysis helps in identifying the specific skills and knowledge required to perform
a job effectively. This information is then used to design training programs that address any
gaps in employee abilities.
1. Observation:
Definition: Watching employees do their jobs or reviewing videos of them working.
Involves directly witnessing employees performing their tasks, either in person or through recorded videos.
Example: If you're studying the job of a teacher, you might sit in a classroom and watch how they teach, interact with
students, and manage the class.
2. Individual Interview:
Definition: Talking to employees one-on-one about their job tasks and skills.
Provides an opportunity of one-on-one conversations with employees to explore their experiences, skills, challenges,
and perspectives related to their job roles.
Example: If you're researching the job of a chef, you might interview several chefs separately to learn about the recipes
they cook, kitchen techniques they use, and how they manage their time.
3. Group Interview:
Definition: Talking to a group of employees together about their job roles.
Involves gathering a group of employees together to discuss their job roles collectively, facilitating the exchange of
ideas, experiences, and insights among participants.
Example: If you're studying the job of a receptionist, you might gather a few receptionists in one room and discuss how
they handle phone calls, greet visitors, and manage appointments.
4. Structured Questionnaire:
Definition: Giving employees a form with questions about their job duties and skills.
Utilizes a predefined set of questions to gather data from employees about their job duties, skills, experiences, and
opinions, often allowing for efficient data collection from a larger group of participants.
Example: If you're analyzing the job of a cashier, you might create a questionnaire asking cashiers about handling
transactions, dealing with customers, and using the cash register.
5. Technical Conference:
Definition: Having detailed discussions with supervisors who know a lot about the job.
Example: If you're researching the job of a mechanic, you might hold a meeting with experienced mechanics to talk
about repairing different types of vehicles, troubleshooting problems, and safety precautions.
6. Diary:
Definition: Asking employees to write down what they do at work each day.
Requires employees to maintain a record of their daily activities, experiences, and tasks, providing a longitudinal
perspective on their job roles and work processes over time.
Example: If you're studying the job of a journalist, you might ask journalists to keep a diary where they write about the
stories they cover, interviews they conduct, and deadlines they meet.

Internet-Based Job Analysis (Advantages)

1. Collects information in a standardized format from geographically dispersed employees:
This means that people who work in different locations can easily provide their input about their
jobs using the internet. For example, if a company has offices in different cities or even different
countries, employees from all these places can share their job details in the same way online.
This helps ensure consistency and fairness in gathering job information.
2. Requires less time than face-to-face interviews: With internet-based job analysis, employees
can fill out forms or answer questions online at their own convenience. They don't have to
schedule a meeting or travel to meet with someone in person. This saves time for both the
employees and the organization conducting the job analysis.
3. Collects information with minimal intervention or guidance: Employees can provide
information about their job roles without needing someone to guide them through the process
personally. They can simply log in to an online platform, complete a survey, or fill out forms
independently. This makes the process more efficient and less resource-intensive for the
organization.

The Job Analysis Process

1. Understanding the Purpose of Conducting the Job Analysis: Job analysis is the process of gathering, documenting,
and analyzing information about the tasks, responsibilities, and requirements of a job. For example, in recruitment, a job
analysis helps identify the necessary skills and qualifications for a position, ensuring that job postings accurately reflect
the role's requirements.
2. Understanding the Role of Jobs and Values in the Organization: This step involves assessing how each job
contributes to the organization's objectives and values. For instance, if an organization aims to prioritize customer
service, job roles such as customer support representatives or sales associates directly align with this value. Conversely,
jobs that do not contribute to organizational goals may need to be reassessed or eliminated.
3. Benchmark Positions: Benchmarking involves evaluating key positions within the organization that serve as standards
for similar roles. For example, in a large retail chain, a store manager position may serve as a benchmark for other store
manager roles within the company. By involving employees in the selection process, the organization ensures that the
benchmark positions accurately represent the scope and responsibilities of similar roles.
4. Determining How to Collect Job Analysis Information: This step involves planning and implementing methods to
collect job analysis data effectively and efficiently. For example, questionnaires, interviews, and conferences may be used
to gather information from employees, supervisors, and subject matter experts about job tasks, skills, and requirements.
5. Seeking Clarification, Wherever Necessary: During the data collection process, it's essential to clarify any ambiguity or
uncertainty regarding job roles and responsibilities. For instance, if there is confusion about the specific duties of a sales
associate, clarification may be sought from both the employee and their supervisor to ensure accuracy in the job
description.
6. Developing the First Draft of the Job Description: This involves creating a preliminary job description that outlines
key elements such as job title, main activities, authority level, performance requirements, and working conditions. For
example, a job description for a software developer may include details about coding responsibilities, required technical
skills, and project deadlines.
7. Reviewing Draft with the Job Supervisor: The final step involves reviewing the job description draft with the
supervisor of the analyzed position for accuracy and completeness. For example, the supervisor may provide feedback
on whether the job description accurately reflects the day-to-day responsibilities of the role and any additional
qualifications or requirements that should be included.

Linking Organizational Strategy to HR Planning

Mission Statement:

 This is like the organization's guiding light. It explains why the organization exists and who its
customers are. It also sets strategic goals for the organization to achieve.
 SWOT Analysis:

 This is like taking a snapshot of the organization. It helps identify its strengths, weaknesses,
opportunities, and threats. It's crucial for understanding what the organization needs to achieve
its objectives.

HR must ensure staff levels meet strategic planning goals.

HR Planning in the Strategic Planning Process:

 HR analyzes what skills and abilities employees need through job analysis.
 They ensure that the organization has the right number of staff to meet its goals by keeping track of current
employees' skills and planning for future staffing needs.
 Succession planning prepares for future management positions that might become available.
 HR predicts how many workers will be available in the future, considering factors like new hires, transfers,
and candidates from different sources.
 Training programs help develop existing staff, increasing the potential pool of workers.
 HR compares predictions for how many workers will be needed with how many will be available, adjusting
staffing levels accordingly. They might even change the organization's goals if necessary.
 Employment planning is a key part of the strategic planning process, ensuring that the organization has the
right people in the right places to achieve its objectives.