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Chapter 1 Introduction to human resource management

Definition (concept for 2 marks) - Edwin Flippo defies HRM as “planning,

organizing, directing, controlling of procurement, development, compensation,
integration , maintenance and separation of human resources to the end that
individual, organizational and social objectives are achieved.”

Features of HRM or characteristics or nature (3 or 4 marks)

 1. HRM involves management functions like planning, organizing, directing
and controlling

2. It involves procurement, development, maintenance of human resource

3. It helps to achieve individual, organizational and social objectives

4. HRM is a mighty disciplinary subject. It includes the study of management

psychology communication, economics and sociology.

5. It involves team spirit and team work.

Evolution of HRM(for 10 or 5 marks)

The evolution of HRM can be traced back to Kautilya Artha Shastra where he
recommends that government must take active interest in public and private
enterprise. He says that government must provide a proper procedure for regulating
employee and employee relation
In the medieval times there were examples of kings like Allaudin Khilji who
regulated the market and charged fixed prices and provided fixed salaries to their
people. This was done to fight inflation and provide a decent standard of living
During the pre independence period of 1920 the trade union emerged. Many
authors who have given the history of HRM say that HRM started because of trade
union and the First World War.
The Royal commission in 1931 recommended the appointment of a labour
welfare officer to look into the grievances of workers. The factory act of 1942
made it compulsory to appoint a labour welfare officer if the factory had 500 or
more than 500 workers.
The international institute of personnel management and national institute of
labour management were set up to look into problems faced by workers to provide
solutions to them. The Second World War created awareness regarding workers
rights and 1940’s to 1960’s saw the introduction of new technology to help
workers.
The 1960’s extended the scope of human resource beyond welfare. Now it
was a combination of welfare, industrial relation, administration together it was
called personnel management.
With the second 5 year plan, heavy industries started and professional
management became important. In the 70’s the focus was on efficiency of labour
wile in the 80’s the focus was on new technology, making it necessary for new
rules and regulations. In the 90’s the emphasis was on human values and
development of people and with liberalization and changing type of working
people became more and more important there by leading to HRM which is an
advancement of personnel management.

Scope of HRM/functions of HRM

The scope of HRM refers to all the activities that come under the banner of HRM.
These activities are as follows

1. Human resources planning :-

Human resource planning or HRP refers to a process by which the
company to identify the number of jobs vacant, whether the company has
excess staff or shortage of staff and to deal with this excess or shortage.

2. Job analysis design :-

 Another important area of HRM is job analysis. Job analysis gives a
detailed explanation about each and every job in the company. Based on this
job analysis the company prepares advertisements.

3. Recruitment and selection :-

Based on information collected from job analysis the company
prepares advertisements and publishes them in the news papers. This is
recruitment. A number of applications are received after the advertisement is
published, interviews are conducted and the right employee is selected thus
recruitment and selection are yet another important area of HRM.

4. Orientation and induction :-

Once the employees have been selected an induction or orientation
program is conducted. This is another important area of HRM. The
employees are informed about the background of the company, explain
about the organizational culture and values and work ethics and introduce to
the other employees.

5. Training and development :-

Every employee goes under training program which helps him to put
up a better performance on the job. Training program is also conducted for
existing staff that have a lot of experience. This is called refresher training.
Training and development is one area were the company spends a huge
amount.

6. Performance appraisal :-
Once the employee has put in around 1 year of service, performance
appraisal is conducted that is the HR department checks the performance of
the employee. Based on these appraisal future promotions, incentives,
increments in salary are decided.
 7. Compensation planning and remuneration :-
There are various rules regarding compensation and other benefits. It
is the job of the HR department to look into remuneration and compensation
planning.

8. Motivation, welfare, health and safety :-

Motivation becomes important to sustain the number of employees in
the company. It is the job of the HR department to look into the different
methods of motivation. Apart from this certain health and safety regulations
have to be followed for the benefits of the employees. This is also handled
by the HR department.

9. Industrial relations :-
Another important area of HRM is maintaining co-ordinal relations
with the union members. This will help the organization to prevent strikes
lockouts and ensure smooth working in the company.

Challenges before the HR manager/before modern personnel management

Personnel management which is know as human resource management has adapted

itself to the changing work environment, however these changes are still taking
place and will continue in the future therefore the challenges before the HR
manager are

1. Retention of the employees :-

 One of the most important challenge the HR manager faces is
retention of labour force. Many companies have a very high rate of labour
turnover therefore HR manager are required to take some action to reduce
the turnover

2. Multicultural work force :-

With the number of multi cultural companies are increasing operations
in different nations. The work force consists of people from different
cultures. Dealing with each of the needs which are different the challenge
before the HR manager is integration of multicultural labour work force.

3. Women in the work force :-

The number of women who have joined the work force has drastically
increased over a few years. Women employees face totally different
problems. They also have responsibility towards the family. The
organization needs to consider this aspect also. The challenge before the HR
manager lies in creating gender sensitivity and in providing a good working
environment to the women employees.

4. Handicapped employees :-
This section of the population normally faces a lot of problems on the
job, very few organization have jobs and facilities specially designed for
handicapped workers. Therefore the challenge before the HR manager lies in
creating atmosphere suitable for such employees and encouraging them to
work better.

5. Retrenchment for employees :-

In many places companies have reduced the work force due to
changing economic situations, labourers or workers who are displaced face
sever problems. It also leads to a negative atmosphere and attitude among
the employees. There is fear and increasing resentment against the
 management. The challenge before the HR manager lies in implementing the
retrenchment policy without hurting the sentiments of the workers, without
antagonizing the labour union and by creating positive attitude in the
existing employees.

6. Change in demand of government :-

Most of the time government rules keep changing. While a lot of
freedom is given to companies some strict rules and regulations have also
been passed. The government has also undertaken the disinvestment in
certain companies due to which there is fear among the employees regarding
their job. The challenge before the HR manager lies in convincing
employees that their interest will not be sacrificed.

7. Initiating the process of change :-

Changing the method of working, changing the attitude of people and
changing the perception and values of organization have become necessary
today. Although the company may want to change it is actually very difficult
to make the workers accept the change. The challenge before the HR
manager is to make people accept change.

Significance/importance/need of HRM (5/10mks)

HRM becomes significant for business organization due to the following reasons.

1. Objective :-
HRM helps a company to achieve its objective from time to time by
creating a positive attitude among workers. Reducing wastage and making
maximum use of resources etc.
2. Facilitates professional growth :-
Due to proper HR policies employees are trained well and this makes
them ready for future promotions. Their talent can be utilized not only in the
company in which they are currently working but also in other companies
which the employees may join in the future.

3. Better relations between union and management :-

Healthy HRM practices can help the organization to maintain co-
ordinal relationship with the unions. Union members start realizing that the
company is also interested in the workers and will not go against them
therefore chances of going on strike are greatly reduced.

4. Helps an individual to work in a team/group :-

Effective HR practices teach individuals team work and adjustment.
The individuals are now very comfortable while working in team thus team
work improves.

5. Identifies person for the future :-

Since employees are constantly trained, they are ready to meet the job
requirements. The company is also able to identify potential employees who
can be promoted in the future for the top level jobs. Thus one of the
advantages of HRM is preparing people for the future.

6. Allocating the jobs to the right person :-

If proper recruitment and selection methods are followed, the
company will be able to select the right people for the right job. When this
happens the number of people leaving the job will reduce as the will be
satisfied with their job leading to decrease in labour turnover.

7. Improves the economy :-

 Effective HR practices lead to higher profits and better performance
by companies due to this the company achieves a chance to enter into new
business and start new ventured thus industrial development increases and
the economy improves.

Chapter 2 Job analysis, job design, job evolution

Define job analysis (2 mks concept)

A job is defined as a collection of duties and responsibilities which are given
together to an individual employee. Job analysis is the process of studying and
collecting information relating to operations and responsibilities of a specific job.
It can be explained with the help of the following diagram
 Job analysis

Job description Job specification

Job title/ name of the job Qualification

Working hours Qualities

Duties and responsibilities Experience

Working conditions Family background

Salary and incentives Training

Machines to be handled on the job Interpersonal skills

As mentioned in the above table job analysis is divided into 2 parts

a) Job description
where the details regarding the job are given.
b) Job specification
where we explain the qualities required by people applying for the job.

Need/importance/purpose/benefits of job analysis

Def: - A job is defined as a collection of duties and responsibilities which are given
together to an individual employee. Job analysis is the process of studying and
collecting information relating to operations and responsibilities of a specific job.
The following are the benefits of job analysis.

1. Organizational structure and design :-

Job analysis helps the organization to make suitable changes in the
organizational structure, so that it matches the needs and requirements of the
organization. Duties are either added or deleted from the job.

2. Recruitment and selection :-

Job analysis helps to plan for the future human resource. It helps to
recruit and select the right kind of people. It provides information necessary
to select the right person.

3. Performance appraisal and training/development :-

Based on the job requirements identified in the job analysis, the
company decides a training program. Training is given in those areas which
will help to improve the performance on the job. Similarly when appraisal is
conducted we check whether the employee is able to work in a manner in
which we require him to do the job.

4. Job evaluation :-
 Job evaluation refers to studying in detail the job performance by all
individual. The difficulty levels, skills required and on that basis the salary is
fixed. Information regarding qualities required, skilled levels, difficulty
levels are obtained from job analysis.

5. Promotions and transfer :-

When we give a promotion to an employee we need to promote him
on the basis of the skill and talent required for the future job. Similarly when
we transfer an employee to another branch the job must be very similar to
what he has done before. To take these decisions we collect information
from job analysis.

6. Career path planning :-

Many companies have not taken up career planning for their
employees. This is done to prevent the employee from leaving the company.
When we plan the future career of the employee, information will be
collected from job analysis. Hence job analysis becomes important or
advantageous.

7. Labour relations :-

When companies plan to add extra duties or delete certain duties from
a job, they require the help of job analysis, when this activity is
systematically done using job analysis the number of problems with union
members reduce and labour relations improve.

8. Health and safety :-

Most companies prepare their own health and safety, plans and
programs based on job analysis. From the job analysis company identifies
 the risk factor on the job and based on the risk factor safety equipments are
provided.

9. Acceptance of job offer :-

When a person is given an offer/appointment letter the duties to be
performed by him are clearly mentioned in it, this information is collected
from job analysis, which is why job analysis becomes important.

Methods of job analysis (5/10 marks)

Def: - A job is defined as a collection of duties and responsibilities which are given
together to an individual employee. Job analysis is the process of studying and
collecting information relating to operations and responsibilities of a specific job.
There are different methods used by organization to collect information and
conduct the job analysis. These methods are

1. Personal observation :-
In this method the observer actually observes the concerned worker.
He makes a list of all the duties performed by the worker and the qualities
required to perform those duties based on the information collected, job
analysis is prepared.

2. Actual performance of the job :-

In this method the observer who is in charge of preparing the job
analysis actually does the work himself. This gives him an idea of the skill
required, the difficulty level of the job, the efforts required etc.
3. Interview method :-
In this method an interview of the employee is conducted. A group of
experts conduct the interview. They ask questions about the job, skilled
levels, and difficulty levels. They question and cross question and collect
information and based on this information job analysis is prepared.

4. Critical incident method :-

In this method the employee is asked to write one or more critical
incident that has taken place on the job. The incident will give an idea about
the problem, how it was handled, qualities required and difficulty levels etc.
critical incident method gives an idea about the job and its importance. (a
critical means important and incident means anything which takes place in
the job)

5. Questioner method :-
In this method a questioner is provided to the employee and they are
asked to answer the questions in it. The questions may be multiple choice
questions or open ended questions. The questions decide how exactly the job
analysis will be done. The method is effective because people would think
twice before putting anything in writing.

6. Log records :- (2 marks concept)

Companies can ask employees to maintain log records and job
analysis can be done on the basis of information collected from the log
record. A log record is a book in which employees record /write all the
activities performed by them on the job. The records are extensive as well as
exhausted in nature and provide a fair idea about the duties and
responsibilities in any job.
 7. HRD records :-
Records of every employee are maintained by HR department. The
record contain details about educational qualification, name of the job,
number of years of experience, duties handled, any mistakes committed in
the past and actions taken, number of promotions received, area of work,
core competency area, etc. based on these records job analysis can be done.

Job design

Definitions: - (2marks)
Job design is the process of
a) Deciding the contents of the job.
b) Deciding methods to carry out the job.
c) Deciding the relationship which exists in the organization.
Job analysis helps to develop job design and job design matches the requirements
of the job with the human qualities required to do the job.

Factors affecting job design: - There are various factors which affect job design in
the company. They can be explained with the help of diagram.

Factors affecting job design

 Organizational Environmental Behavioral factors
factors factors

1. Task 1. Employee 1. Feed back

characteristics availability and
ability
2. Process or flow 2. Social and 2. Autonomy
of work in cultural
organization expectations
3. Ergonomics 3. Variety
4. Work practices

I] Organizational factors :-
Organizational factors to refer to factors inside the organization which affect
job design they are

a) Task characteristics :-
Task characteristics refer to features of the job that is depending on
the type of job and the duties involved in it the organization will decide, how
the job design must be done. Incase the company is not in a position to
appoint many people; a single job may have many duties and vice versa.

b) The process or flow of work in the organization :-

There is a certain order in which jobs are performed in the company.
Incase the company wishes it could combine similar job and give it to one
person this can be done if all the jobs come one after the other in a sequence.

c) Ergonomics (2 marks concept) :-

 Ergonomics refers to matching the job with physical ability and
characteristics of the individual and in providing an office environment
which will help the person to complete the jobs faster and in a comfortable
manner.

d) Work practices :-
Every organization has different work practices. Although the job may
be the same the method of doing the job differs from company to company.
This is called work practice and it affects job design.

II] Environmental factors :-

Environmental factors which affect job design are as follows

a) Employee availability and ability :-

Certain countries face the problem of lack of skilled labour. They are
not able to get employees with specific education levels for jobs and have to
depend on other countries due to this job design gets affected.

b) Social and cultural expectations :-

The social and cultural conditions of every country is different so
when an MNC appoints an Indian it has to take into account like festivals,
auspicious time, inauspicious time, etc. to suit the Indian conditions. This
applies to every country and therefore job design will change accordingly.

III] Behavioral factors :-

Job design is affected by behavioral factors also. These factors are
 a) Feedback :-
Job design is normally prepared on the basis of job analysis and job
analysis requires employee feedback based on this employee feedback all
other activities take place. Many employees are however not interested in
providing a true feedback because of fear and insecurity. This in turn affects
job deign.

b) Autonomy :-
Every worker desires a certain level of freedom to his job effectively.
This is called autonomy. Thus when we prepare a job design we must see to
it that certain amount of autonomy is provided to the worker so that he
carries his job effectively.

c) Variety :-
When the same job is repeated again and again it leads to burden and
monotony. This leads to lack of interest and carelessness on the job.
Therefore, while preparing job design certain amount of variety must be
provided to keep the person interested in the job.

Methods of job design

There are various methods in which job design can be carried out. These
methods help to analysis the job, to design the contents of the and to decide how
the job must be carried out .these methods are as follows :- (5 marks each)

I.Job rotation
II.Job enlargement
 III.Job enrichment

I.Job Rotation :- (def 2 marks concept )

Job rotation involves shifting a person from one job to another, so
that he is able to understand and learn what each job involves. The company
tracks his performance on every job and decides whether he can perform the
job in an ideal manner. Based on this he is finally given a particular posting.

Job rotation is done to decide the final posting for the employee e.g. Mr. A is
assigned to the marketing department whole he learns all the jobs to be
performed for marketing at his level in the organization .after this he is shifted
to the sales department and to the finance department and so on. He is finally
placed in the department in which he shows the best performance
Job rotation gives an idea about the jobs to be performed at every
level. Once a person is able to understand this he is in a better understanding
of the working of organization

Advantages of job rotation

1. Avoids monopoly :-
Job rotation helps to avoid monopoly of job and enable the
employee to learn new things and therefore enjoy his job

2. Provides an opportunity to broaden one’s knowledge :-

Due to job rotation the person is able to learn different job in the
organization this broadens his knowledge

3. Avoiding fraudulent practice :-

 In an organization like bank jobs rotation is undertaken to
prevent employees from doing any kind of fraud i.e. if a person is
handling a particular job for a very long time he will be able to find
loopholes in th system and use them for his benefit and indulge
( participate ) in fraudulent practices job rotation avoids this.

Disadvantages of Job Rotation

1. Frequent interruption :-
Job rotation results in frequent interruption of work .A person
who is doing a particular job and get it comfortable suddenly finds
himself shifted to another job or department .this interrupts the work in both
the departments

2. Reduces uniformity in quality :-

Quality of work done by a trained worker is different from
that of a new worker .when a new worker I shifted or rotated in the
department, he takes time to learn the new job, makes mistakes in the
process and affects the quality of the job.

3. Misunderstanding with the union member :-

Sometimes job rotation may lead to misunderstanding with
members of the union. The union might think that employees are
being harassed and more work is being taken from them. In reality
this is not the case.
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