Employee Relationship Management

Table of Contents

● Joining Formalities and Relieving Procedure

● Exit Interviews
● Employee Engagement
● Communication Downward, Upward, Horizontal
● Gamification and Modern age engagement activity
● Be open to coach and mentor
● Open to new Idea and Initiative
● Human Resource Round Table
● Practical Role Play for Employee Relationship Building
● Grievances

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Learning Objectives

At the end of this module, you will have detail idea on

● Know the joining formalities and relieving
procedure
● Learn various types of communication
● Use Gamification technique for employee
engagement
● Understand role play activity for Employee
Relationship Building

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 Joining Formalities
and
Relieving Procedure
Joining Formalities

● Administrating joining formalities

● Pre-employment reference checks
● Preparation of appointment advice and intimation of the
same to other departments
● Preparing and entering new hire paper works
● Coordinating to get Employee ID Cards
● Handling over the new hire to the concerned
HOD/Manager
● Preparation of Job Profiles – coordination with
HOD/Managers for new posts

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Documents to Be Filled on The Day of Joining

● The Personal Information Form

● The Provident Fund Nomination and Declaration Form
● The Employees' State Insurance Form (if applicable)
● Bank Account Form – to open a salary account
● Mediclaim and Hospitalization Form (if applicable)
● Gratuity Nomination Form
● Income tax declaration Form (if applicable)

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 ● Photocopies of education certificates

● Photo copies of experience and relieving certificates

● Photo copies of PAN card, address proof, and passport size color

photographs

● HR department should verify all the documents

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Induction Process

● HR team should organise the Corporate Orientation Program

● New joinees should attend this orientation program to get familiar with
the company culture and environment
● It is Reporting Manager’s responsibility to discuss department work
rules, show the employee the work area and introduce them to key
people or co-workers

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Relieving Procedure

● Inform employees’ reporting manager as well as the other concerned

person
● Set a meeting with the employee to discuss the decision with the
employee and their senior
● Complete all the formalities regarding documentation
● Recover company assets such as laptops, computers, uniforms, keys
and other inventory of supplies such as company files, folders, swipe
cards, ID cards etc
● Update IT permissions and access to ensure that the employee’s
employee login, access to their PC and other information is no longer
available to them

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 Documents that must be collected before the employee’s last day:
1. Employee signed resignation letter or acknowledgment of the
termination letter
2. Their Non-Disclosure Agreement along with all relevant forms for the
company’s security
3. The employee benefits that will continue
4. Whether the employee has any salary or conveys due
5. A final pay-check is prepared, which includes the documentation
6. The HR drafts the employee’s Testimonial or popularly known as
Experience letter
7. After all, the employee’s confirmation of receiving the Experience letter

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Exit Interviews
Exit Interview

Exit interview is an important part of employee off-boarding process. An exit

interview is the last communication link with the employee to understand the
true reason for their departure. It is the final opportunity to retain the employee.
A good company tries to take feedback from a leaving employee to improve
their company policy.

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Employee Engagement
Employee Engagement

Employee engagement is the extent to which

● Employees feel passionate about their jobs
● Are committed to the organization, and
● Put discretionary effort into their work
● Engaged employees are motivated to do more than the
bare minimum needed in order to keep their jobs

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Employee Engagement Dynamics

Priority Level - Look at the statistical patterns across all groups in your
organization to determine which items are impacting overall engagement
within each demographic group.

Virtual Focus Groups - Ask targeted follow-up questions at the end of the
survey that ask employees to provide examples of problems as well as
suggestions for how to improve. These comments often provide the detailed
and specific what, why, and how so you can take action.

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Engagement with The Organization

● Measures how engaged employees are with the organization as a whole

● Includes employee feelings about and perceptions f senior management
● Key components include trust, fairness, values, and respect - i.e. how
people like to be treated by others, both at work and outside of work

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Communication Downward,
Upward, Horizontal
Overview of Communication

Communication is the process of exchanging information, ideas,

thoughts, feelings and emotions through speech signals, writing or
behavior.

the communication process involves the following steps:

● The sender encodes the message using any medium
● Received by receiver who decodes the message and gives
appropriate feedback
● The process continues

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Vertical Communication

Vertical communication is communication that flows both up and down the

organization.
It is the communication that takes place between managers and their
superiors and subordinates.
Vertical communication may involve only two persons, or it may flow through
several different organizational levels.

There are two types of vertical communication:

● Upward communication
● Downward Communication

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Downward Communication

It occurs when information flows down the hierarchy

from high level to low level to
● Give specific directions to subordinates about the
job entrusted
● Explain organizational policies and procedures
● Apprise the subordinates of their performance

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Upward Communication

Upward communication is the process of

information flowing from the low levels of
hierarchy to the upper levels.

This flow is usually from subordinates to

their direct superior, then to that person’s
direct superior, and so on up the hierarchy.

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Methods of Upward Communication

Open-door policy: Employees are given a feeling that their views, suggestions are

always welcome by superiors.

Complaints and suggestion Boxes: Are installed in the company. Employees are

encouraged to drop in these boxes.

Direct Correspondence: Write directly to superiors or managers.

Counseling: Employees are encouraged to talk to their superiors of their problems.

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Horizontal Communication

Horizontal communication is the transmission of information between people,

divisions, departments or units within the same level of organizational hierarchy.

It is an informal way of communication.

It helps employees fulfill their socialization needs by coordinating various

activities with one another. It creates better understanding of individual and

departmental responsibilities by solving their own problems.

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Gamification and Modern
Age Engagement Activity
Gamification

Gamification is the process of using mechanisms, elements, and principles of

games into non-game contexts through various activities to engage users better.

The main objective of gamification is to inspire users to engage with the content.

Gamification methodology is used by organizations to increase employee

engagement through employee training, recruitment, evaluation, and organizational

productivity. Gamification can also be included in physical activities, voter

engagement, and customer loyalty programs.

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Examples of Game Mechanics Used in Gamification

1. Goals - Users complete tasks to attain a common goal

2. Status - Various completing activities and ‘winning’ attitude inspire users to work
harder to increase their level or rank
3. Community - Users are put in groups to solve problems, complete activities, to
achieve an objective
4. Education - Users learn new things by solving quizzes, tricks, and getting tips
5. Rewards - To increase motivation and engagement of users, various rewards are
applied such as points and badges, discounts, coupons, or gift cards

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Advantages of Gamification

● Fulfill the knowledge gaps by creating a culture of continuous

learning
● Energize boring training programs by adding exciting mechanisms
of games
● Create effective employee onboarding processes
● Keep employees up to date on company policies, products and
new technologies in a fun and effective way
● Establish a strong employer branding
● Increase bonding among employees and promote team building
● Improve compliance policies as well as company culture

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Gamification in Employee Engagement Strategies

Gamification for training

● Onboard new employees and retrain current employees

● Help employees to upskill their knowledge by teaching about new
products and technology
● Make staffs aware of company policies
● Increase compliance

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 Gamification in team building
● New team members become familiar and comfortable
with existing team as well as company culture
● Team members learn to work with collaboration and
mutual understanding
● Improve morale and motivation
● Broaden communication skills

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 Gamification to improve results
● Competitions increase sales and generate leads
● Establish ‘lead by example’ trend within teams, departments,
branches or across the whole company
● Encourage information sharing across teams
● Incentivize and rewarding system motivate employees to deliver
great service to customers

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Be Open to Coach and Mentor
Coach and Mentor

A coach is a subject-matter expert who has knowledge as well as the skills and
techniques that are appropriate to train the employees to maximize their
performance.
A mentor is an employee who participates in a formal or informal relationship
that is established between an experienced, knowledgeable employee and an
inexperienced or new employee.

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Purpose of Coaching and Mentoring

● The new employee is able to quickly absorb the organization's cultural and social
norms
● Get assistance to understand specific job role or area of responsibility
● Quickly learn what they need to know to succeed in their job and role
● Empowers individuals and encourages them to take responsibility
● Increases employee and staff engagement which can lead to higher retention
● Improves individual performance and supports employees with new responsibilities
● Helps to motivate and empower individuals to excel
● Assure the employees that organisation is committed to developing its staff and
helping them improve their skills

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Effect on Employee
Effect on Employee

● Employees become used to challenging processes, behaviours and assumptions

● Making succession more robust and better able to encompass changes in the
internal and external environment
● Improve employee engagement and job commitment and performance

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Open to New Idea and Initiative
Encourage Initiatives & New Ideas

● Create an environment where employees feel free to share new ideas, contribute to
decision-making
● A supportive and motivating working culture helps employees to think independently
● Conduct work-related games or quizzes to lighten the mood, and encourage
participation in company-wide events
● Acknowledge employee contributions and achievements through peer recognition
programs and events
● Organize fun activities once in a while, celebrate special occasions
● Adequate resource and a realistic goal increase productivity of the employee
● Offer professional development opportunities and mentoring programs

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Human Resource Round Table
Human Resource Round Table

● A discussion forum where all type of HR challenges are discussed to

find out a solution
● Topics can range from recruiting, employee relations, benefits &
wellness programs, employee recognition and all types of
compliances
● This is a platform to share knowledge and insight
● Generate innovative ideas and best practices
● Build connections within your profession, industry, and community

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 Practical Role Play for
Employee Relationship Building
Role Play for Business Training

Role-play training is a methodology in which participants act out

scenarios under the guidance of a facilitator. This type of training is useful
for employees to build confidence in their abilities to succeed in their
jobs. A role-play training helps to prepare employees for difficult or
unfamiliar work situations.
Based on the performance, the facilitator gives his valuable feedback and
suggestion to the participants.

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Benefits

● Participants learn to deal difficult situations together

● Employees become well-prepared to handle real-life situation
● Monitor employees skill-level and identify their strengths and weaknesses
● Employees can easily understand customer's point of view and develop
empathy

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Conducting a Role-play Training

Create a scenario providing

Describe a hypothetical issue that specific details to make the Assign roles to participants for
may appear during their jobs role-play session as realistic as the various fictional characters
possible

Ask participants to create

Facilitator can suggest a different strategies and
Participants learn social
variety of strategies for develop innovative solutions
dynamics that relate to the work
handling situations. for resolving the situation.
situation and how they can
address it in real life

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Grievances
Defining Grievance

A complaint becomes a grievance when brought to the notice of the

management.

● A complaint is a discontent that has not assumed importance

● A complaint becomes grievance when the employee feels that injustice
has been committed
● A type of discontent and dissatisfaction that affects organizational
performance
● It can be either stated or unvoiced, written or oral, legitimate or ridiculous

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Grievance Handling

● The proceedings are informal in nature

● If the grievant choose to take legal action, the internal grievance
process will cease
● All employees, including the grievant, shall cooperate at all stages in the
investigation of a grievance
● Detailed Grievance procedure is required

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Grievance Handling Process

Stage 1
● The grievant shall state the nature of the grievance in writing
● The decision of the departmental official shall be given in writing to the
grievant
● Copies of the appeal and decision shall be forwarded to HR

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 Stage 2:
● If the grievant is not satisfied with the decision at Stage I
● The grievant may appeal in writing to the Human Resources
● HR shall investigate the appeal
● The Senior Officer shall render a decision in writing

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Basic Element of Grievance Procedure

1. Existence of sound channel of communication

2. The procedure should be simple, definite and prompt
3. It should be clearly defined
4. Helpful attitude of management
5. Fact-oriented system
6. Respect for decision
7. Adequate publicity
8. Periodic Review

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Summary

Understanding of
joining formalities
and leaving Concept of Human
procedure Resource Round
Table
Various types of Employee
communication Relationship Role play training
Management

Gamification Handling grievances

technique

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