Unit – I
Personal Management
–meaning, nature, scope and objective – functions of personnel department – The
role of personnel manager – Organisation of personnel department- Personnel
Policies and Procedures
Personnel management can be defined as obtaining, using and
maintaining a satisfied workforce. It is a significant part of management
concerned with employees at work and with their relationship within the
organization.
According to Flippo,
“Personnel management is the planning, organizing, compensation, integration
and maintainance of people for the purpose of contributing to organizational,
individual and societal goals.”
According to Brech,
“Personnel Management is that part which is primarily concerned with human
resource of organization.”
Nature of Personnel Management
- Personnel management includes
the function of employment, development and compensation- These functions
are performed primarily by the personnel management in consultation with
other departments.
- Personnel management is an extension
to general management. It is concerned with promoting and stimulating
competent work force to make their fullest contribution to the concern.
- Personnel management exist to
advice and assist the line managers in personnel matters. Therefore,
personnel department is a staff department of an organization.
- Personnel management lays
emphasize on action rather than making lengthy schedules, plans, work
methods. The problems and grievances of people at work can be solved more
effectively through rationale personnel policies.
- It is based on human
orientation. It tries to help the workers to develop their potential fully
to the concern.
- It also motivates the employees
through it’s effective incentive plans so that the employees provide
fullest co-operation.
- Personnel management deals with
human resources of a concern. In context to human resources, it manages
both individual as well as blue- collar workers.
Objectives of
Personnel Management:
These are classified into two:
(а) General Objectives:
These reveal the basic philosophy of top management
towards the labour force engaged on the work and its deep underlying conviction
as to the importance of the people in the organisation. The following are the
most important objectives.
(i) Maximum individual development:
The employer should always be careful in developing the
personality of each individual. Each individual differs in nature and therefore
management should recognise their individual ability and make use of such
ability in an effective and make use of such ability in an effective manner.
(ii) Desirable working relationship between
employer and employees:
It is the main objective of personnel management to have
a desirable working relationship between employee and employees so that they
may co-operate the management.
(iii) Effective molding of human resources as contrasted
with physical resources: Man is the only active factor of production, which
engages the other factors of production to work.
(b) Specific objectives:
Following are some of the important activities:
(i) Selection of right type and number of persons
required to the organisation.
(ii) Proper orientation and introduction of new employees
to the organisation and their jobs.
(iii) Suitable training facilities for better job
performance and to prepare the man to accept the challenge of higher job.
(iv) Provision of
better working conditions and other facilities such as medical facilities.
(v) To give a good impression to the man who is leaving
the organisation.
(vi) Maintaining
good relations with the employees.
Scope of Personnel
Management:
Personnel management
covers four types of functions:
1. Advisory function:
Establish good relations between management and employees.
2. Management
function: Recruitment, training, education, etc. of personnel.
3. Administrative
function: Covers major administrative matters.
4. Workers Welfare:
Pay attention to workers' physical and mental health, and their social and
economic conditions.
Functions
of Personnel Management
Functions of Personnel Management: 1. Managerial
Functions 2. Operative Functions!
1. Managerial Functions:
The Managerial functions of a personnel manager involve
POSDCORB (Luther Gullick) i.e., Planning, organisation, staffing, directing,
coordinating, reporting and budgeting of those who actually perform the
operative functions of the Personnel Department.
The following are the
managerial functions (viz. planning, organising, directing and controlling)
performed by a personnel department:
A. Personnel Planning:
Planning lays down a pre-determined course to do
something such as what to do, how to do, where to do, who is to do etc. A
personnel manager plans in advance the trend in wages, labour market, union
demands etc. Through planning, most of the future problems can be anticipated.
B. Organising:
According to J.C. Massic, “An organisation is a
structure, a framework and a process by which a co-operative group of human
being allocates its task among its members, identifies relationships and
integrates its activities towards common objectives.” The personnel manager has
to design the structure of relationships among jobs, personnel and physical
factors so that the objectives of the enterprise are achieved.
C .Directing:
This function relates to guidance and stimulation of the
subordinates at all levels. The personnel manager directs and motivates the
employees of his department so that they work willingly and effectively for the
achievement of organisational goals,
D. Controlling:
A personnel manager has to constantly watch whether there
is any deviation from the planned path. Controlling is concerned with remedial
actions. Continuous monitoring of the personnel policies relating to training,
labour turnover, wage payments, interviewing new and separated employees etc.,
is the backbone of controlling.
If deviations are unavoidable, corrective action can be
planned in advance. Controlling helps the personnel manager to evaluate the
performance of employees of the personnel department so far as the operating
functions are concerned.
2. Operative Functions:
The operative functions of the Personnel Department are
also called service functions. These include.
(a) Procurement function
(b) Development
(c) Promotion, transfer and termination function
(d) Compensation function
(e) Welfare function
(f) Collective bargaining function
(g) Miscellaneous functions.
These functions of the
personnel Department are discussed below:
(1) Procurement:
It includes:
(a) Recruitment i.e., tapping the possible sources from
where prospective labour supply will come.
(b) Getting information regarding prevailing wage rates
and job requirements.
(c) Selecting the best candidate by following a
systematic selection procedure.
(d) Maintaining the records of employees.
(e) Introducing the new employee to the officers of the other
departments such as Security Officer, Time Keeper, and Cashier etc.
(2) Training or
Development Function:
The training of the new employees and also of those who
are being promoted is the crucial function of Personnel Department. A training
programme is devised for this purpose. The training increases the skills and
abilities of the employees.
The various aspects of training
are:
(a) Training to new employees, instructors and
supervisors.
(b) Training in safety equipments and various policies of
companies.
(c) Training through improvement of education such as
evening classes, films, Entertainment programmes etc.
(d) Encouraging employees to give suggestions.
(3) Promotion,
Transfer and Termination:
The performance of the employees is evaluated for the purpose
of taking decisions concerning the employment. Merit rating is undertaken for
evaluation of the performance of the employees.
The functions of the Personnel
Department in this regard are given below:
(a) To lay down a promotion policy.
(b) To formulate policies regarding transfer and
termination.
(c) Analysis of voluntary separations and knowing the
possible causes of such separations.
(4) Compensation:
The employees should get adequate and equitable
remuneration for the work being done by them.
The functions of the Personnel
Department concerned with fixation of fair wages are:
(a) To evaluate jobs and determine their worth in terms
of money.
(b) To collaborate with those who formulate wage plans.
(c) To assist in formulation of policies regarding pension
plans, profit sharing programmes, non-monetary benefits, etc.
(d) To compare the wages of the enterprise with the
industry and remove inconsistencies, if any.
(5) Welfare
Activities:
These activities relate to
physical and social well-being of the employees and include:
(a) Provision of medical facilities such as first aid,
dispensaries, etc.
(b) Suggesting ways and means by which accidents can be
eliminated or minimised.
(c) To make provisions for restaurants and other
recreational facilities.
(d) To apply the labour laws effectively.
(e) To publish a plant magazine.
(6) Collective Bargaining:
It includes:
(a) To assist in the negotiations which are held with the
union leaders?
(b) To know the grievances of employees and following
their problems properly.
(7) Miscellaneous:
(a) To advise the line managers regarding administration
of personnel policies.
(b) To secure co-ordination of all personnel activities.
(c) To have an effective communication system.
(d) To provide good working conditions.
Role of Personnel
Manager
Personnel
manager is the head of personnel department. He performs both managerial and
operative functions of management. His role can be summarized as :
- Personnel manager provides assistance to
top management- The top management are the people who decide and frame the
primary policies of the concern. All kinds of policies related to
personnel or workforce can be framed out effectively by the personnel
manager.
- He advices the line manager as a staff
specialist- Personnel manager acts like a staff advisor and assists the
line managers in dealing with various personnel matters.
- As a counsellor,- As a counsellor,
personnel manager attends problems and grievances of employees and guides
them. He tries to solve them in best of his capacity.
- Personnel manager acts as a mediator- He is
a linking pin between management and workers.
- He acts as a spokesman- Since he is in
direct contact with the employees, he is required to act as representative
of organization in committees appointed by government. He represents
company in training programmes.
ORGANISATION
OF PERSONNEL DEPARTMENT:-
Organization
process:- The organisation process is the forming of structural interpersonal
relationship.
The need for
organization of personnel department :
1.To determine
organizational goals or objectives.
2.To
determine the task requirements.
3. For Division of
tasks into different jobs to find out how many personnel will be needed for the
complete tasks.
4. For Integration
of jobs into departments or other work groups to take advantage of the
specialization and efficiency.
5.For selection of
personnel to fill jobs.
6. For the
assignment of work position to the individuals.
7. For granting
the authority to the people to carry out the duties of their jobs and
8.For the
determination of superior subordinate relationship.
Personnel policies and procedure:-
A policy
means plan of action. So that planning
and policymaking are same. A personnel
policy” formulate, redefine break into details and decide a number of actions “
that govern the relationship with employees in attainment of the organization
objective.
Personnel policies are (i) The key stone in the arch
of management and the life-blood for the successful functioning of the
personnel management without which there is no improvement.
(ii)It is statements of intension indicating
specifically what the organization proposes to do.
(iii)A positive declaration and a command to an
organization. They translate the goals
of an organization into selected routes and provide general guidelines.
AIMS AND OBJECTIVES OF PERSONNEL
POLICIES:- The aims of personnel policies should be
(i)To enable an organization to fulfill or carry out
the main objectives.
To ensure that its employees are informed of these
items of policy and to secure their co-operation for their attainment.
(ii)To ensure that is its employees are informed of
these items of policy and to secure their co-operation for their attainment.
(iii)To provide procedures to employees to develop a
sincere sense of unity with the enterprise.
(iv)To provide, adequate competent and trained
personnel for all levels.
(v)To protect common interest of all the parties.
(vi)To provide for a consultative participation by
employees in the management of an organization and the framing of conditions
for this participation.
(vii)To provide an efficient consultative service
which aims at creating mutual faith among these who work in the enterprise.
(viii)To establish the conditions for mutual
confidence and avoid confusion and misunderstanding between the management and
the workers.
(ix)To provide security of employment to workers so
that they may not be distracted by the uncertainties of their future.
(x)To provide an opportunity for growth within
organization.
(xi)To provide for the payment of fair and adequate
wages and salary so that their healthy-co-operation may be ensured.
(xii)To recognize the work and accomplishments of
the employees by offering non-monetary incentives.
NEED
FOR PERSONNEL POLICY:-
(i)The basic need and requirements of both an
organization and its employees require deep through. The management is required to examine its
basic convictions as well as give full consideration to practices in other
organization.
(ii)Established policies ensure consistent treatment
of all personnel throughout an organization.
(iii)A certainty of action is assured even though
the top management personnel may change.
(iv)As they specify routes towards selected goals,
policies serve as standards or measuring yards for evaluating performance.
(v)Sound policies help to build enthusiasm and
loyalty.
(vi)They set patterns of behaviour and permit
participants of plans with a grater degree of confidence.
(vii)Policies ensure consistency and uniformity in
decisions on problems that recur frequently ad under similar but not identical
circumstances.
Principles of personnel policies:-
(i)
Place right man in fight place.
(ii)
Train everyone for the job to be done
(iii)
Make the whole organization a
co-ordinate team.
(iv)
Supply the fight tools and the right
conditions of work.
(v)
Give security with opportunity,
incentive, recognition.
(vi)
Look a head, plan a head for more and
better things.
ESSSENTIAL
CHARACTERISTICS OR TESTS OF A SOUND PERSONNEL POLICY:-
(i)
It should be definite, positive, clear
and easily understood by everyone in the organization.
(ii)
It should be written in order to
preserve it against informal oral orders.
(iii)
It must be reasonably stable but not
rigid and should be periodically reviewed.
(iv)
It must be supplementary it the over-all
policy of an organization to avoid conflict between organization policy and
departmental policy.
(v)
It should indicate that the management
knows that workers preferred to deal with the management knows that workers
preferred to deal with management on individual base.
(vi)
It should recognize the desire of may
workers for recognition as groups in many of their relationship.
(vii)
IT should be formulated with due regard
for the interest of all concerned parties i.e., the employer, employee and the
public community.
(viii)
It should be the result of careful
analysis of all the available facts.
(ix)
It must provide a two-way communication
system between the management and the employees.
(x)
It should be consistent with the public
policy.
(xi)
It should be generally know to all
interested parties.
(xii)
It must have support of the management and
the co-operation of employees.
(xiii)
Trade unions must be consulted in matter
of industrial relations before evolving the policy.
(xiv)
Policy should be progressive and
enlightened.
(xv)
It must make measurable impact
especially in 3R’s of personnel management
(i)
Recruitment
(ii)
Retainment
(iii)
Retirement
(xvi)
It should be uniform throughout the
organization, though in the case of local conditions slight changes can be
made.
(xvii) It
should have a sound base in appropriate theory and should be translated into
practice.
ORIGIN
AND SOURCE OF POLICIES:-
1. The
past practices of an organization.
2. The
prevailing practices among sister concern in neighbor hood.
3.
3.
The attitude, ideas and philosophy of the board of directors, top
management ,middle and lower mgt.
4. The
knowledge and experience that is gained from day to day problem.
5. Employee
suggestion and complaints.
6. Collective
bargaining programmes.
7. State
and national legislation.
8. Change
in country’s economy.
9. The
culture of planed and its technology.
Its business environment, its social and political
10. Environment.
11. The
extent of unionism.
12. The
attitude and social value of labour.
13. The
goals of the organization.
TYPES
OF PERSONNEL POLICIES:-
According
to juices there are two types of personnel policies
1. Functional
or organizational policies
2. Centralized
policies
Functional policies are those, which are concerned
with different categories of people.
Centralized policies are framed for companies with
several locations. They are formulated
at the head office and apply through out the organization.
Policies may be divided into major or minor
policies.
Major policies are concerned with overall objective
of the organization, procedure and control that affect the whole organization.
Minor policies cover relationship in a segment of an
organization with the considerable emphasis of details and procedure.
The
classification of personnel policies may be based on source of description
i.
Originated policies.
ii.
Implied policies
iii.
Externally imposed policies.
The government decides that no one should work below
a specific minimum.
2.Classification
o basis of description
- This may be general or specific.
- General policies are those which
describe the philosophy of top management.
- Specific policies on the other hand
relate to specific issues. There
may be separate specific policies on staffing, compensation , collective
bargaining etc.,
Mechanism
or process of formulating personnel policy:-
- Identification of a problem area or
situation in which decisions of a similar repetitive nature are involved
and a draft should be prepared called as policy draft.
- Circulate its copies among all
those who may be expected to operate under it after obtaining criticism and suggestion based upon it
second draft is framed.
- To undertake a periodic, review,
evaluation and revision of policies.
The steps necessary in framing policy are
(i)
Initiating a policy
(ii)
Uncovering of facts by personnel
department
(iii)
Recommending a policy to top management
of obtaining the view of all concerned.
(iv)
Putting down a policy in writing
(v)
Explaining and discussing the proposed
policy with the members of the organization.(vi)Adopting and launching
it.(vii)Communicating to employees at all lever(viii)Administering it
(ix)Evaluating it & Restating or
reformulating policy.
Personnel
policies should be in writing to make uniformity in application, minimize
partiality and discrimination, earn the loyalty
of employees and limits the freedom of action on the part of
management. They also form concrete base
of appeal in case of dispute.
PROCEDURE AND PROGRAMME:-
A policy
indicates what and why. Procedure indicates how to do the particular work.
- It gives in detail the methods
processes movements and specific rules and regulations. It also indicates the steps, time place
and personnel responsible for it.
- It helps to clarify what is to be
done in particular circumstances.
- IT is less general than policies
and more specific.
- It enables an organization to
maintain control since they assign specific obligation to staff for their
performance.
No comments:
Post a Comment