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1.0 Perceptions of Care Little about HR
Top managers might hold that, the job of HR department can be take over by themselves. Therefore, they do not pay too much attention on it rather than other departments. Also, they thought HR's jobs are not important due to it does not involve in the activities such as survey, product making process, capital flowing and so forth. Thus, it still neglected by managers.
2.0 Replaced by Technology
For those organizations where tend to capital intensive rather than labour intensive. It means organizations are spending huge capital on machineries, vehicles and so forth, in order to produce its products or services. Such organizations prefer to utilize technology to replace labour, because enable them raise their output within the shortest time. Therefore, HR for them, is not an important department, they spend majority on those equipments, thus they would like to cut cost on the labour side. And once the labour has been reduced, and then the task of HR department will become lesser and lesser. Other than that, organizations intend to operate with capital intensive or focus on equipments, because of this might reduce the problem of the conflict cases between employees. Sometimes, an organization is going to bankruptcy, the main problem would be a employees' attitude. Human behaviour is a most difficult stuff that needed to highly concern, once the employer unable to fulfill their required, then those cases of betray and go on strike would occurred. These able to affect the organization's image and reputations which are difficult to constructed. As a result, lesser employees lesser problems of human, organizations can have their long term achievement, thus they won't pay too much attention on HR.
However, if HR department is not important rather than others, then to get some professionals would be a problem. To operate those high tech machineries, they will require some professionals. This is because without skill labour, it might cause the machineries down frequently, finally cost increased in the maintenance. Other than that, at the moment of maintenance, the production can't continuously and it might affect the timeline of products submission, therefore the compensation for those customers would be a burden as well. As a result, HR is playing an important role in an organization no matter it is capital intensive or labour intensive, because they have to recruit right person to the right position, and when there is workforce diversity, which means different employee has different skill within on organization, therefore it will bring towards to work efficiency.
Organizations prefer to bring in outsourcing because it can match the skills of that the organizations needed, therefore no matter in marketing, finance, production or engineering, outsourcing services could bring the wealth of experience. Other than that, this service able to reduce cost of employee, such as insurance of health, payroll tax and so forth. Eventually, the outsourcing has replaced HR department.
Though that can provide benefits for the organization, but the main problem is, there will be those employees who are outsourced, might lack of loyalty while involving themselves in the organization because they won't similar like for those who recruited by HR are really interest on their organization, hence their effort would be different and it might able to affect culture of the organization as well. Therefore, HR is better than human outsourced for the long term achievement.
4.0 Strategic Planning
For an organization, strategic planning is a core. It has capability to help decision makers, environmental scanning, allocate resources and also create vision and mission to ensure that business operations run smoothly and correctly. As a result, the business activities won't be formed if without it because it is a direction to lead organization to the success in the future.
Marketing department is playing an important role within an organization. It is able to maintain the relationship with consumers and communicate with them as well. Or can held that, it is a tool that helping in construct a path to creates understanding of the trend of outside world for the organization and achieve the goals.
But for the HR, it is only a department which take care some small stuffs and handle those tasks which aren't important that the top managers held within the organization. They never involved in plan designing in order to create awareness to the consumers.
Finance department is ensuring the business moving smoothly. It is handling and controlling the cash flows of incoming and outgoing within the organization. Other than that, it able to addresses the emergency cases that required capital with capital liquid. As a result, it has capability to provide sufficient information about the organization performing and then enable all the analysis and decision can be evaluated and made without mistakes. It also can provide the financial information to interested stakeholders.
HR doesn't know how to come out with a financial plan. It means it couldn't helps organization able to have a reference when making decision. Besides that, capital flowing within an organization able to lead the size of the organization become bigger and bigger. However, they held that HR is just a small department which take care the small stuff only and unable to do such mighty contribution.
4.3 Engineering and Production
Engineers always enhance high quality in the business for the organization. The quality is on behalf the reputation of the organization. Therefore in the production, engineers have to handle all the complex process everyday. In addition, they have to keep closely with other departments to ensure that they have made correct products. For instance in the toy organization, the designer will hand over the design portfolio to the engineer and then evaluate the budget with the accountant, and finally engineer start the production process once everything was settle. As a result, top managers must pay a high degree of attention on it because profits maximization brought to organization by production.
HR never involved in any project or structure designing and also it is a department which is not related with the production activities. All company will concern on the outputs and the profits, it means HR department unable to generate profits directly.
4.4 Functions of HR that Help in Organization
Though HR unable to enable products and services generated into profits, but it gives a hand in saving cost. HR could adjust and manage the amount of employees in the organization, which means to reduce the amount of employees as low as possible. Other than that, HR rewards for those who had excellent in the performance with bonus or add up their annual leave in order to prevent high turnover rates and also able to motivate them in order to ensure the business operations run effectively and efficiency. Besides that, HR will manage on stationeries purchasing, although it just a small stuff as top managers thought, but when the cost of stationeries with accumulate gradually, it would becomes a huge amount, the financial able to prove that with income statement at the end of the year. And the cost that saved by HR, it could be utilized to create advertisements or do promotion to achieve cost leadership. Moreover, the trend of this society keep changing, thus HR will send their employees to training and development rather than recruit new employees because this able to retain employees and also avoid to waste time in interview, selection and recruitment when there is no need to do so. In additional, though HR doesn't involve in any project, but for the sudden case, if one of the department has insufficient in manpower, then the HR able to do a distribution of employees immediately to address the problem temporary.
Eventually, even though HR unable to manage those business activities, but actually HR has capability to maintain the relationship between employees and take care on satisfaction of employees as well is enough already, because employees able to lead organization to success and also able to take organization down , hence they are most important within the organization.
1.0 Introduction of Question 2
In this assignment we went to get the application form from other company, and we have using the Focus Point Holding Berhad to explain about their job discretion and some of the information which they have in their application form. Furthermore we have used the application form to analyze all the application form data and their company job description. After we analyzed all the reliable data obtained from Focus Point Holding Berhad's application form and we have think of better way to improve the job description for their company, at the same time we have used other competitor company's job description for comparison. We used it to compare with Focus Point Holding Berhad and adopt the strength of other companies to overcome the problem of insufficient information in the job description of Focus Point. Besides we also used internet sources to gain more ideas on how to improve the job description of Focus Point Holding Berhad. Moreover, from the application form that we get, it enable us to know what are the basic elements that application form should have and easily detect the defects and the weaknesses of the form. We have improved and overcome all these weaknesses for the application form obtain from Focus Point Holding Berhad. At the end after we analyzed the application form we knew that there are reasons for the company to list down the element such as previous job references, salary needs, family background and etc.
2.0 Body of Contents
2.1 Types of Information
The job application form of Focus Point Holding Berhad contained position applied for, personal particulars, family particulars, education background, employment history, reference and others.
2.2 The Mistakes and the Ways of Improve
2.2.1 Personal Particulars
In this section, there are two elements that needed to improve.
There is no emergency call available in the form. Focus Point has left out this important section. Every company should demands the extra call which able to directly contact with their family members or relatives. This is to prevent when the company encounter the employee accident occurrence or emergency situation and then doesn't know do a contact with who.
As for the health status showed at the form is difficult to measure, because they might not understand about the meaning of poor, average and good of the health status. Therefore, Focus Point should put in specific choices or just put a column over there to let them fill up what disease that they have.
2.2.2 Education Background
For this section, there is containing one of the columns like Name of School/ College/ University, but never mentioned that the applicant should write down the result of the applicant as well because it can save the time for Focus Point to check out the result of the applicant and also they have to add one more subtitle, which is Other Education, because some of the applicants might have some training on the other place. Other than that, in the column of Specialization, Focus Point did not indicate what it is because there is already has a column called Course Taking and it able to show what the applicants specialized on. Furthermore, the column of the Years, the applicant might not know that is the first year that they began their study life or the year of graduation.
2.2.3 Employment History
In the column of Total Salary, those applicants might do not know whether the salary is based on day, week or month because different job has different way to pays salary. Thus they have to indicate clearly. In additional, the space Reason of Leaving is too small, there is not enough for those applicants. Therefore, they should expand it.
For this section, Focus Point provided only two columns and state that the applicant has to provide at least two references. If the applicant wants to provide three references, then there is no space for them. Hence, Focus Point should state the sentence "provide two references" instead of "at least two", or else they should give one more blank.
In the question of asking applicant does he or her needs hostel? Focus Point should put the location of the hostel as well.
2.2.6 Extra Requirements
Just because of Focus Point has provided part time job, then they be supposed to add the info of Days and Hours Available, in order to arrange well for the employees. Furthermore, they should ask a question, which is "Why you want to apply this job?" in order to further understand what the applicants think, thus this is one of the ways able to get closer with employee.
2.3 Job Description of Focus Point Holding Berhad
This is the job description of the Focus Point Holding Berhad and the position is Branch Manager.
To lead the team to achieve the sales target
To be responsible and run the outlet business operations
To do daily and monthly planning and management work
To monitor and liaise with the supplier or HQ(headquarters) in ordering stocks
To handle and solve complaints from the customer
Minimum SPM/STPM qualification and above
Excellent selling skills, customer oriented, dynamic and proactive
Good Communication Skills in English and Bahasa Malaysia. Chinese dialects is an added advantage
Minimum 5 years of experience in retail management, preferably in optical business or optical retail chain stores
Applicants should be Malaysian citizens
2.4 The Insufficient of the Focus Point Holding Berhad's Job Description
The explanation of the particular which provided by Focus Point Holding Berhad actually is not sufficient, therefore they should have a further advance.
For the section of responsibilities, Focus Point has lacking of some points. As a branch manager, he or she is supposed to have need of do the interview, selection and then recruitment. Other than that, branch manager also must provide the training and development for their employees in order to maintain the reputation of Focus Point and also able to respond the market quickly. Besides that, branch manager must concern about the safety of their employees because no safety guaranty, the loyalty of employees will reduced. Not only the employees, the shop security also required to paid close attention in order to avoid external factors such as robbery, disturbance created by people and so forth, these would cause properties loss. In addition, branch manager needs has capability on allocating resources as well. This is because to assign the right employee to the right position and controlling the capital flowing are important in order to ensure the business operations run smoothly. Furthermore, branch manager must possess great communicate skill with employees and customers because these able to prevent high turnover rate and low loyalty of customers and also can for the long term achievement.
For the requirements section, Focus Point stated that they need minimum SPM/STPM qualification, but as a branch manager, he or she should has minimum requirement of Bachelor's Degree because though the experiences able to cover it but they might lack of some extra knowledge. Experience can be gained but knowledge is difficult to build if without learning. Other than that, Focus Point only stated that the branch manager have to good in communication skills with three languages, but actually good in writing skill is important as well, this is because they would required to writing out the accurately report to the headquarters (HQ) in order to let HQ to do further decisions or changes. Besides that, they didn't mention about own transport that the branch manager supposes to has it, because it would cause inconvenience for the meeting with HQ, sudden case occurred in supplier and need to go over there by own to check it out, if without own transport.
In the Focus Point Holding Berhad, the job description and job application form of the company have some weaknesses; therefore we were looking for some new ways to improving it. We have come out with some solutions to improve some of the weaknesses in the job application form and job description as well. At first we analyzed the job description before we think about the solution to overcome the weaknesses. Other than that, we also used internet resources to search for other companies' job description for comparison and we have generated some data to improve for the Focus Point Holding Berhad.