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1.0 Information of HR department
The important of Human Resource(HR) we can say that (HR) department is a back bone of company, HR department have many challenges everyday, HR department have to take care and responsibility all the hiring duties including interview and Training & Development (T&D). HR department have implementing federal law and salary (payroll) and some benefit of an organization.
If the standardization company without existence of HR department, the owner (CEO, top manager) cannot focus in other department as well, e.g. marketing department, financial department and so on. If the manager can focus on the goals and without the problem HR, the company will more easy to achieve the goal or mission and vision.
Although all the above of the HR department can crucial to successful of the business, the main role of HR department is job recruitment and selection. All the company have the own strategic to pivotal their success. Therefore, to accomplish their goals, HR department have to recruitment the right person and place the right employee to the important position, if any error in the process on HR department maybe can be a big mistake to the company. Therefore, HR department can be an important character in company.
1.1 The reason top manager care little about HR department
Few reasons causing top managers care little about HR department because it is not a significant revenue generating department, no manage and control the cash flow of the company, no profitability monetary term, HR department work can substitute by technology, and just thinking HR is department pay salary only and nothing else
1.1.1Not significant revenue generating department
HR department not a significant revenue generating department can't produce any product to the company as well. For this reason, HR department care little by top manager, no provide product to the company means no value to the company, top manager will feel waste monetary to spend in HR department, cause if spend monetary to the production department can produce or generating more product to sell in the market. Product is assets of the company, if lesser assets in the company can make company weak in the market supply, therefore top manager will hope the stock are enough and not be shortage in the market. Examples, top manager will instruct production department produce extra product keep in the warehouse.
1.1.2 No manage and control the cash flow of the company
Top manager think about HR department no manage and control the cash flow of the company compare to the finance department, HR department no calculate or estimate any cash flow to make company finance stronger and capital more liquid. If company need planning to expand business, normally top manager first thing is estimate how much need to spend first, not estimate how many people need to recruit and the position company need how to arrange again. Therefore, many company facing failure because of wrong person place in the important position, especially is position manager or CEO. Finance department can estimate budget in end of the year of company running and project running. For the experience top manager as know the finance department is a sternum of company and HR department is a back bone of the company, both departments also important and need to manage as well.
1.1.3 No profitability monetary term
Top manager will hope the entire department can earn profit as well, but HR department is a non profit department, because sales and business communicate to customer not a responsibility of job description of HR department. Top manager feel waste monetary spend in non profit department and will try reduce man power in HR department for save cost, normally staff of HR department in one company is not many, maybe just several staff only. This can show us company care little about the HR department, this we can compare to other department especially compare with the marketing department. Marketing department is one of the rather focusing by top manager, because marketing department need find more business or sales to maintain the profit in the company. Therefore, any losing profit will impact the company as well. As we know marketing department had distributed two sections, one is internal sales and external sales. But HR department why just recruitment several staff only.
1.1.4 HR work can substitute by technology
Top manager thinking the job of HR department can just substitute by technology as well, e.g. computer. Because top manager just think job description of HR department most of calculate payroll or interview person only. Therefore, top manager will try managing the payroll by technology, perhaps top manager can handle the HR job by own self, this will save cost as well. But HR department usually use the system Human Resource Information System (HRIS) to manage HR job. If top manager not a professional person in HR line, this maybe will make a big problem in future. Because some work is can't substitute by technology, most of experience HR person will have a psychological knowledge as well.
1.1.5 Thinking HR department is nothing else
Some top manager didn't know the important of HR department, they just think HR department just manage payroll only, they didn't know the professional HR line can help company successful in future and achieve the goal as well. Some important position HR line can give advance suggestion to top manager to put the right person in the right post, can help company save cost and provide the right training to the employees as well.
1.2 Solution to change top manager perception in HR department
For included all the reason top manager care little about the HR department, as we know is top manager had a wrong perception or misunderstanding to the HR department, if we want top manager change the perception and rather care about HR department we must let them know the important of HR department first. Many steps aimed the reason in what I prove just now and we try making top manager understanding the important of HR.
First step, HR department not a significant revenue generating department but HR department can help the production department recruitment the labors, especially is technician. Most of the warehouse worker is foreign worker from Indonesia or china and so on. If want recruitment the foreign worker, HR line has to have a labor law act knowledge and responsibility to take care the foreign worker as well. HR job can't careless or ignore it, so top manager must recruitment the experience person to be a HR manager.
Second step, HR department no manage and control the cash flow of the company, but HR department can help company save cost as well. HR company have many to save cost, examples, layoff the useless person in the company or cut number of employee, provide multitask per head program, cut reward like annual leave and bonus of year, save cost in stationary provide sharing with colleagues, save training cost of employees provide on job training(OJB). If the costs of HR save for company, company will have more money liquid to running business.
Third step, payroll can manage by technology but the experience can't substitute by technology as well, normally HR is a high challenge department in the company, interview, promotion to employee, labor law knowledge, psychological knowledge to take care the problem staff, like what thing the employee want and need HR department has to coach them. If the employee of company not satisfy in company, employee will resign this will effect the turn over of the company. Especially for the marketing staff, they more pressure compare to other department, because if the company sales drop, they maybe facing layoff from the company, reasonable why technology can't substitutes for the HR line.
Final step, tell the top manager HR department not a payroll department only, many special line job doing by HR department is can't substitutes by other department. Provide training, interview, recruitment the right person and so on, because if HR department recruit the wrong person and place in the wrong position, this can make a big mistake to the company, and if HR department can't provide a good training to the employees, employees will feel not improving in this company and no morale in future.
In conclusion, whole steps of my opinion show the important of the HR department in the company, if the top manager careless and not change the perception in HR department, mostly of them will face failure or problem in future. Especially to the big firm, if no exist of HR department, they can't settle the problem as well, labor law is most important, because take care and implementing the federal law is a main job of HR department. Employee's promotion, employees benefits and so on all manage by HR department and this can't pass away to other people hand. Want be a successful company, professional HR department is can't be lack.
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.