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HRM All Notes PDF
HRM All Notes PDF
1. Introduction to HRM
2. Job Analysis
3. Source of Recruitment
4. Selection Process
5. Career Management
6. Compensation System
7. Performance Appraisal
8. Stress Management in an Organization
9. Employee Rights and Discipline
10. Business Communication
1
Introduction to HRM
HRM is the study of activities regarding people working in an organization. It is a
managerial function that tries to match an organizations need to the skills and abilities of
its employees.
Introduction to HRM
Functions of HRM
HRM department regardless of the organizations size must perform following
human resource management functions:
Staffing (HR planning, Recruitment and selection)
Human Resource Development (HRD)
Safety and Health
Record maintainess of employees service
HR research
Interrelationship of HR functions.
Importance of HRP
HRP has become more important in recent years for a number of reasons like:
Globalization of Business
New Technologies
The changing skill levels in the workforce
The changing demographics of the workforce
Mergers and Acquisitions
Legal Developments
Requirements for Effective HR Planning
Job Analysis
Observation:
Direct observations are useful when Jobs consist of mainly observable
Reactivity can be a problem with direct observations
Managers often use direct and interviewing together.
Sources of Data
Main sources of collection of data for Job Analysis are:
Employees
Supervisor
Manager
Job Analyst
Outside Consultant
Problems of Job Analysis
Time consuming and requires much patience
Might be reflection of stereotypes
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RECRUITMENT
Goals of Recruitment
Mainly there are two recruitment goals
To Attract Qualified Applicants
To Discourage Non Qualified Applicants
I.
Job posting
In the job posting system the organization notifies its present employees about job
openings through the use of bulletin boards, company publications, or personal letters.
An effective job posting system involves the following guidelines:
Job posting should be prominent.
Clear job specification should be communicated so that applicants assess
themselves either they are eligible to apply or not.
Once the decision is made, all applicants should be informed about the decision.
Job posting systems generally work quite well.
C) Contacts and Referrals
Many firms have found that their employees can assist in the recruitment process.
Employees may actively solicit applications from their friends and associates.
Before going outside to recruit employees, many organizations ask present
employees to encourage friends or relatives to apply for the job openings.
Contacts and referrals from the present employees are valuable sources of
recruits.
Employee referrals are relatively inexpensive and usually produce quick
responses.
Advantages of Internal Recruitment
Company wants to keep the recruitment in low profile so that lesser number of
applicants should apply in order to discourage the irrelevant people.
Advertisement is made just for the purpose of test marketing for example just to
have knowledge about the supply of applicants in labor market etc.
2) EMPLOYMENT AGENCIES
An organization that helps firms recruits employees and, at the same time, aids
individuals in their attempt to locate jobs. There are two types of the employment
agencies i.e.
ALTERNATIVES TO RECRUITMENT
When an organization decides to add personnel to its staff, it makes a significant
financial investment. Recruitment and selection costs are high, especially for
professionals, technical and managerial employees. Therefore before an organization
decides to recruit new employees, it ought to consider the feasibility of other alternatives.
1)
Outsourcing
Out sourcing is the process of transferring responsibility for an area of service and
its objectives to an external service provider instead of internal employee.
2)
Contingent Workers
It is also known as part-timers, temporaries, and independent contractors,
comprise the fastest-growing segment of our economy.
3)
Overtime
Perhaps the most commonly used method of meeting short-term fluctuations in
work volume is through the use of overtime.
EVALUATING THE RECRUITMENT PROCESS
Recruitment process can be evaluated by the following factors:
1. Quantity of the Applicants
2. Quality of the Applicants
1)
SELECTION
The selection process is a series of specific steps used to decide which recruits
should be hired. The process begins when recruits apply for employment and ends with
the hiring decision.
Employment Function
Recruiting and selection are combined and called the employment function in
many HR departments. In large HR department, the employment function is the
responsibility of the employment manager. In a smaller department, the HR manager
handles these duties.
Selection Process: An Overview
Selection is the process of choosing from a group of applicants those individuals
best suited for a particular position. This process involves making a judgment -not about
the applicant, but about the fitness between the applicant and the job by considering
knowledge, skills and abilities and other characteristics required to perform the job
Selection procedures are not carried out through standard pattern and steps involved in
this.
Steps in the Selection Process
Step 8
Hiring Decision
Step 7
Step 6
Supervisory interview
Step 5
Medical evaluation
Step 4
Step 3
Selection interview
Step 2
Employment tests
Step 1
Selection Criteria
1. EDUCATION
2. COMPETENCIES
3. EXPERIENCE
4. SKILLS AND ABILITIES
5. PERSONNAL CHARECTRISTICS
Applicant who is best fit should be hired instead of hiring a person with extra
ordinary skills it means right person for right job should be hired. Person who is over or
under qualified for the particular job will not be able to adjust in the organization.
SELECTION TESTS
A. EMPLOYMENT TESTS
B. JOB INTERVIEWS
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EMPLOYMENT TESTS
I. Administration of selection tests
A personnel testing is a valuable way to measure individual characteristics. The
tests measure mantel abilities, knowledge, physical abilities, personality, interest,
temperament, and other attitudes and behaviors. Evidence suggests that the use of tests is
becoming more prevalent for assessing an applicants qualifications and potential for
success. Tests are used more in the public sector than in the private sector and in
medium-sized and large companies than in small companies. Large organizations are
likely to have trained specialists to run their testing programs.
Advantages and disadvantages of using tests:
Selection testing can be a reliable and accurate means of selecting qualified
candidates from a pool of applicants. As with all selection procedures, it is important to
identify the essential functions of each job and determine the skills needed to perform
them.
II. Characteristics of Properly Designed Selection Tests:
1. Standardization: Refers to the uniformity of the procedures and conditions related to
administering tests. It is necessary for all to take the test under conditions that are as close
to identical as possible.
2. Objectivity: Achieved when all individuals scoring in a given test obtain the same
results.
3. Norms: Provide a frame of reference for comparing applicants performance with that
of others. A norm reflects the distribution of scores obtained by many people similar to
the applicant being tested. The prospective employees test score is compared to the
norm, and the significance of the test score is determined.
4. Reliability: The extent to which a selection test provides consistent results. If a test has
low reliability, its validity as a predictor will also be low. To validate reliability, a test
must be verified.
5. Validity: The extent to which a test measures what it purports to measure. If a test
cannot indicate ability to perform the job, it has no value as a predictor.
III. Types Of Employment Tests:
a. Cognitive Aptitude Tests
It measures an individuals ability to learn, as well as to perform a job. Job-related
abilities may be classified as verbal, numerical, perceptual speed, spatial, and reasoning.
b. Psychomotor Abilities Tests
This type of test is used to measure strength, coordination, and dexterity. It is
feasible to measure many abilities that are involved in many routine production jobs and
some office jobs.
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JOB INTERVIEWS
THE EMPLOYMENT INTERVIEW:
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CAREER MANAGEMENT
Career can be defined as a general course of action a person chooses to pursue throughout
his or her working life
I.
Career planning
Career planning is an ongoing process through which an individual sets career goals
and identifies the means to achieve them. The process by which individuals plan their
lifes work is referred to as career planning.
. Individual career planning
Career planning begins with self-understanding. Then, the person is in a position
to establish realistic goals and determine what to do to achieve these goals.
1. Strength/weakness balance sheet: A self-evaluation procedure assists people in
becoming aware of their strengths and weaknesses.
2. Likes and dislikes survey: A procedure that assists individuals in recognizing
restrictions they place on themselves.
b. Career Assessment on the Web
The Web has numerous tests and assessments sites available to assist job seekers.
c. Organizational Career Planning
The process of establishing career paths within a firm.
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d) Workshops
Some organizations conduct workshops lasting two or three days for the purpose
of helping workers develop careers within the company.
Employees define and match their specific career objectives with the needs of the
company.
At other times, workshops are available in the community that the company may
send the worker to or workers may initiate the visit themselves.
e) Personal Development Plans (PDP)
Many employers encourage employees to write their own personal development
plans.
This is a summary of a persons personal development needs and an action plan to
achieve them.
Workers are encouraged to analyze their strengths and weaknesses.
f) Software Packages
Some software packages assist employees in navigating their careers.
g) Career Planning Web Sites
There are numerous Web sites available that provide career planning and career
counseling as well as career testing and assessment.
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COMPENSATION SYSTEM
PAY
Pay is a statement of an employees worth by an employer.
Pay is a perception of worth by an employee.
An overview
COMPENSATION
The total of all rewards provided to employees in return for their services.
DIRECT FINANCIAL COMPENSATION
All financial rewards that are not included in direct compensation.
NON FINANCIAL COMPENSATION
Consists of the satisfaction that a person receives from the job itself or form the
psychological and/or physical environment in which the person works. All such rewards
comprise a total compensation program.
EQUITY IN FINANCIAL COMPENSATION
EQUITY
Workers perception that they are being treated fairly. Compensation must be fair
to all parties concerned and be perceived as fair.
EXTERNAL EQUITY
External equity exists when a firms employees are paid comparably to workers
who perform similar jobs in other firms.
INTERNAL EQUITY
Internal equity exists when employees are paid according to the relative value of
their jobs within an organization.
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EMPLOYEE EQUITY
Employee equity exists when individuals performing similar jobs for the same
firm are paid according to factors unique to the employee, such as performance level or
seniority.
TEAM EQUITY
Team equity achieved when more productive teams are rewarded more than less
productive teams.
DETERMINANT OF INDIVIDUAL FINANCIAL COMPENSATION
Compensation theory has been able to provide a completely satisfactory answer to
what an individuals is worth for performing jobs. Following are the determinants of
financial compensation.
The Organization
The Job
The Employee
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PERFORMANCE APPRAISAL
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STRESS MANAGEMENT
Stress is the bodys nonspecific reaction to any demand made on it. For various reasons,
programs dealing with stress and its related problems are becoming increasingly popular.
STRESSOR OR SOURCES OF STRESS
Organizational Factors
Many factors associated with a persons employment can be potentially stressful.
These include the firms culture, the individuals job, and general working conditions.
Personal Factors
Stress factors outside the job and job environment also may affect job
performance. Factors in this category include the family, financial problems, and living
conditions.
The General Environment
Stress is a part of everyones everyday life and its potential lurks not only in the
workplace and the home but also in our general environment.
Rush of traffic, heavy rain, hot & cold weather, excessive noise is the creating
general environment for stress.
SYMPTOMS OF STRESS
Short-Term Physical Symptoms
Short-term physical symptoms include; faster heart beat, increased sweating, cool
skin Cold hands and feet Feelings of nausea, or 'Butterflies in stomach' Rapid Breathing,
Tense Muscles, dry Mouth, desire to urinate, diarrhea
Long-Term Physical Symptoms
Change in appetite frequent colds illnesses (such as asthma Back pain digestive
problems headaches aches and pains) feelings of intense and long-term tiredness, Risk
factors (Heart attacks and strokes Hypertension and headaches Ulcers Allergies)
Internal Symptoms
Internal symptoms include Worry or anxiety, Confusion, and an inability to
concentrate or make decisions, Feeling ill, Feeling out of control or overwhelmed by
events, Mood changes, Depression, Frustration, Helplessness, Restlessness, Being more
lethargic, Difficulty sleeping, drinking more alcohol and smoking more, Changing eating
habits, relying more on medication.
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Behavioral Symptoms
Behavioral Symptoms include, talking too fast or, too loud Bad moods being
irritable Defensiveness Being critical Aggression, Irrationality, Overreaction and reacting
emotionally, Making more mistakes, Changing work habits, Increased absenteeism,
neglect of personal appearance, etc
Outcomes of Organization Due to Stress
Continuous stress in working environment results in some problem in
organizational operations like poorer decision-making, decreased creativity, lost work
time, Increased turnover and more sabotage.
STRESS & JOB PERFORMANCE
Stress can affect the performance in positive as well as negative ways.
Stress is said to be positive when the situation offers an opportunity for one to gain
something.
When higher constraints or demands are placed on us then stress can become negative.
Constraints are barriers that keep us from doing what we desire.
Demands, on the other hand, may cause you to give up something.
MANAGING STRESS
Experts emphasize that some stress is healthy and moderate stress is the key to survival.
1. Individual coping approaches
2. Organizational coping approaches
1 Individual Coping Approaches
There are a number of ways, those individuals may take to control excessive
stress. There are several specific techniques that individuals can utilize to deal with
stress. These methods include hypnosis, biofeedback, and transcendental meditation.
IHypnosis: An altered state of consciousness that is artificially induced
and characterized by increased receptiveness to suggestions.
Biofeedback: A method that can be used to control involuntary bodily
processes, such as blood pressure or heart beat rate.
Transcendental meditation (TM):
A stress-reduction technique whereby a secret word or phrase (mantra)
provided by a trained instructor is mentally repeated while an individual is
comfortably seated.
2 Organizational Coping Approaches
A number of programs and techniques may effectively prevent or relieve
excessive stress. General organizational programs, although not specifically designed to
cope with stress, may nevertheless play a major role.
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EMPLOYEE RIGHTS
1. Federal and state government has enacted laws giving employees specific
protection in their relationship with their employer.
2. The courts have also been willing to protect workers from wrongful discharge.
3. These rights include statutory, contractual, and other rights.
4. There are many laws and regulations governing human resource management that
have been created to help define, maintain, and preserve employee rights.
5. Discrimination have essentially give people the rights to work without being
evaluated on the basis of non job relevant factors such as religion, origins, sex or
race.
6. Minimum wages legislation gives people the right to expect a certain base level of
compensation for their work.
7. Labor laws give employees the right to organize and join a labor union ender
certain prescribed circumstances.
8. Employee rights allow them to engage in conduct protected by laws and social
sanctions.
9. Federal and state governments have enacted laws giving employees specific
protection in their relationship with their employer.
10. The courts have also been willing to protect workers from wrongful discharge.
11. These rights include statutory, contractual, and other rights.
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CONTRACTUAL RIGHTS
OTHER RIGHTS
1 Protection from
Discrimination.
Employment contract
Ethical treatment
Union contract
Privacy (limited)
Implied contracts/
Employment policies
Free Speech
(limited)
STATUTORY RIGHTS
The key statutory rights can be found in laws such in civil rights acts, the
occupational safety and health act (OSHA), and the National Labor Relations Act
(NLRA). These rights protect employees from discrimination, safe working conditions,
right to from unions.
CONTRACTUAL RIGHTS
A written employment contract details the terms of the employment relationship.
These contracts usually address such issues as seniority, due process, and wrongful
discharge.
Besides written contracts, there are implied contracts. Employee handbooks,
employment policies, and statements made by an interviewer or manager may be
interpreted by the courts as implied contracts.
OTHER RIGHTS
Beyond statutory and contract rights, employees may have rights to ethical
treatment, limited free speech, and limited privacy.
MANAGEMENT RIGHTS
Management rights are the rights to run the business and to retain any profits generated.
This includes the right t direct the work force (i.e., to hire employees and set pay levels).
Often, these rights are residual.
Residual rights are those remaining that are not affected by contracts or other (i.e., EEO)
Laws.
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EMPLOYEE AT WILL
A common law doctrine stating that employers have the right to hire, fire, demote, or
promote whomever they choose, unless there is a law or contract to the contrary and
Employees have the right to quit and got another job under the same constraints.
The employment-at-will rule was adopted in the
nineteenth century.
Workers were free to terminate their relationship (employment) for any reason, so the
courts deemed it fair for employers to be able to do the same.
Such a rule has stacked the deck in favor of the employer, giving wrongfully
discharged employees little legal recourse.
Nevertheless, employment-at-will is limited in certain situations.
These include cases of public policy exceptions, implied contracts, and lack of good
faith and fair dealing.
EMPLOYEE RIGHTS CHALLENGES
There is a thin line between the rights of employees and the rights of management.
I.Random Drug Testing
Companies that use drug tests must address several challenges such as establishing a
policy, what to do with false positives, how to ensure security over urine specimens, and
whether alternative tests should be used.
II.Electronic Testing
Companies attempt to fight various forms of employee theft by electronic monitoring.
To use this type of monitoring successfully, employees should know what devices are
being used.
Employers should create ways in which monitoring is beneficial to the employees.
The employer should develop appropriate policies which are publicized throughout the
company.
III.Whistle blowing
Whistle blowing means employees can notify the wrongdoings of the management.
While federal employees who blow the whistle have certain legal protections.
Private-sector employees are far less protected.
Because employees may decide to blow the whistle on an employer, many companies
realize that it is in their best interest to establish a policy on whistle blowing.
DISCIPLINING EMPLOYEES
Employee discipline is a tool that managers use to communicate a need to change
behavior. Traditionally, such discipline is performed by supervisors. But, when teams are
used, it may be the team's responsibility.
Progressive Discipline
The most commonly used form of discipline, progressive discipline, consists of a series
of management interventions that gives employees opportunities to correct their behavior
before being discharged.
Positive Discipline
Encouraging employees to monitor their own behaviors and assume responsibility for
their own actions is called positive discipline. Management still intervenes, but with
counseling sessions as opposed to punishment.
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10
A single conversation with a wise man is better than ten years of study
Chinese Proverb
COMMUNICATION
A Process in which, one person or group transmits some type of information to
another person or group.
Communication is a process through which Managers coordinate, lead, &
influence their subordinates.
EFFECTIVE COMMUNICATION
It is process of sending message in such a way that message received is as close in
meaning as possible to message intended.
Effective Communication starts with listening
Communication skills can make or break Career of an Organization.
TOWARD EFFECTIVE COMMUNICATIONTEN COMMANDMENTS OF
LISTENING
Stop talking
Put talker at ease
Show talker you want to listen
Remove distractions
Empathize with talker
Be patient
Hold your temper
Go easy on argument and criticism
Ask questions
Stop talking
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LETTER
Letter form is used to issue all formal sanctions to provincial governments,
public bodies and individuals etc.
MEMORANDUM
This form is used for correspondence between Divisions and Attached
Departments and their Subordinate Offices. In replying to petition, application etc.
and for issuing Charge Sheets and Show Cause Notices to the accused officials.
It is written in third person.
No.F.4-4/75-Admn.
except designation
dated 2-4-2008.
Government of Pakistan,
Federal Public Service Commission
Aga Khan Road, Ramna F-5/1,
30
It has been observed by the undersigned that Mr. Abdul Rashid, Assistant is
in a habit of leaving office without permission. Last week he left station and availed
4 days Casual Leave without prior permission. Today he left office and went to
A.G.P.R., without taking permission.
2 He is, therefore, advised that in future, he will not leave office without taking
prior written permission even for short leaves.
Sd/(S.S.MOMIN)
Assistant Director
Mr.Abdul Rashid,
Assistant, FPSC,
Islamabad.
3
OFFICE MEMORANDUM
This form is used for correspondence between various Ministries / Divisions.
31
Sd/(M. Arif)
Deputy Secretary(Regulation)
Telephone
All Ministries/Divisions of the
Government of Pakistan
4
D.O.LETTER
This form is used for correspondence between two officers when personal
attention is required in a matter.
It is addressed to an officer by name as
My dear or Dear Mr.
My dear is usually used for an officer of equal status, while for a senior officer
Dear Mr. should be used.
Name & Designation along with telephone number of sender is given under the
crest.
DEMI-OFFICIAL LETTER
D.O.No.2-3/2004-Admn.
Government of Pakistan
Establishment Division
Secretariat Training Institute
Plot No.7, Sector H-9,
Islamabad, the 30th November, 2008.
From: Mr. Muhammad Tariq,
Deputy Secretary,
Telephone
My dear
Kindly refer to our O.M. of even number dated the 8th August, 2004 regarding
training schedule of the newly recruited officers BPS-17.
I shall be grateful if you could look into the matter personally with a view to
finalizing it at an early date.
With profound regards.
Yours sincerely,
Sd/(MUHAMMAD TARIQ)
Mr. Javed Iqbal,
Deputy Secretary.
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5
UN-OFFICIAL NOTE
This form is used for consultation between:
Ministries/Divisions.
Ministries/Divisions and Attached Departments.
Also used for submission of summaries to the Prime
Method of consultation:
Minister/President etc.
33
SUMMARY SPECIMENSECRET
Government of Pakistan
Ministry of Law & Justice and Parliamentary Affairs
(Parliamentary Affairs Division)
***********
SUMMARYU FOR THE PRESIDENT/PRIME MINISTER
Subject: APPOINTMEN T OF CHIEF ELECTION COMMISSIONER
The tenure of appointment of the present Chief Election Commissioner is expiring
on 26-12-2008. A new Chief Election Commissioner has to be appointed to fill this post
as early as possible to meet constitutional requirements.
2.
The following names are suggested for consideration for appointment to this post:
a)
Mr. A
b)
Mr. B
c)
Mr. C
All the three persons fulfill requirements necessary for appointment to this post.
Bio-data of all these persons is placed at annexure-I to III for perusal.
3.
In terms of relevant provisions of the constitution, appointment to this post is to
be made by the President in his discretion. The Presidents pleasure is, therefore,
requested to the appointment of any one of these three persons as the Chief Election
Commissioner with effect from the date he assumes charge of this post.
4.
The Minister for Law and Parliamentary Affairs has seen and approved
submission of this summary.
Sd/Secretary
Ministry of Law & Parliamentary Affairs
Secretary to the President
President's Secretariat (Public), Islamabad.
Ministry of Law & Parliamentary Affairs U.O. No.2-3/2004-Admn,
Dated: 28-11-2008
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OFFICE ORDER
This form is used for conveying instructions to be followed in an office and
for notifying (not in the gazette) appointments, transfer, promotions, leave etc. of
the non-gazatted staff (BPS-1-15)
34
No.8-15/81-Admn.
2008
OFFICE ORDER NO.40/2008
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