Human Resource is used to describe individuals in the workforce of an organization, even if it is also applied in labor economics, for instance, industries and even entire nations. Human resources is also the name of the function in a body with overall responsibility for implementing strategies and policies on people management
Human resource management involves the development of a perfect blend between tradition and administrative functions well-being of all employees in an organization. Retention of employees is directly proportional to how employees are treated, in exchange for their know-how and experience.
The reason top manager care little about human resource department
Top managers care little about human resource compared to production, marketing, finance, and engineering. There are some reasons.
Marketing department is the process by which companies create customer interest in goods or services. It generates the strategy behind the sales techniques, business communication and business developments. It is an integrated process by which organizations build strong customer relationships and create value for their customers and themselves. Marketing is used to identify the customer, to satisfy the customer, and to keep the customer. With the customer at the center of its activities, it can be concluded that marketing management is a key component of business management. The adoption of marketing strategies requires companies to shift their focus from production to the perceived needs and desires of their customers how to stay profitable.
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However human resource is not relative customer. It is relation between manager and workforce or worker, which clearly shows that human resource, has got to care much of the company's employees as well as its employees' attitude towards the customers, which means that the employees have to be well trained.
The finance department of a business takes responsibility for organizing the financial and accounting affairs including the preparation and presentation of appropriate accounts, and the provision of financial information for managers. The main areas covered by the financial department include book keeping procedure, creating a balance sheet and profit and loss account, providing management information, management of wages and raising of finance.
The foundation of every production department is to create goods or services. Basically, production included the physical assembly of goods, however, production can also include data-based goods such as websites, analysis services and order processing services. The main function of the production department is to produce a product or service that creates profit and revenue for the company. Every production and operations department must function as self-evaluating entity that monitors the quality, quantity, and cost of goods produced. Forecasting, scheduling, purchasing, design, maintenance, people management, flow analysis, reporting, assembly and testing are the common task functions in a production and operation department. Production and operations departments typically function as a fulfillment entity that ensures the timely delivery of the output from production to customers. Critical path analysis, stock control analysis, utilization analysis, capacity analysis, just-in-time analysis of inputs, quality metrics analysis and break-even analysis are included in standard analysis functions in a production department.
Most probably it is because human resource is harder to manage since it involves managing people in the company. Other departments like marketing, finance, production and engineering are aimed to increase the profit whereas for human resource, it is to manage the employees, to hire, to train or even to fire. Main difficulties would be things like turnover or quitting without informing and etc, since when such things occur, it is not something that manager can solve in a day. For example, when the employees just quit without informing earlier, it is not that simple to get another employees to replace. Even if employees are found to replace, it takes time to train them. Therefore, human resource is more troublesome to manage compared other department, that's why top managers care little about human resource. And also, human resource department, in order to achieve the organizational objectives of the organization for talent acquisition, development cooperation, while maintaining their ability to establish a system to unleash it as a process can be, which means that it is less productive compared to other departments.
Solution to change top manager perception in human resource department
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There are some ways to change top managers' perception in the human resource department
Human resource department can help the production department recruitment the labors
Human resource department is not a significant revenue generating department but it can help the production department with the recruitment of labors, especially the technicians. When it comes to hiring workers, they should consider about workers' abilities and skills that they are capable of.
Human resource department can help company save cost
Human resource department does not control and manage the cash flow of the firm, but human resource department can help company to save cost. Human resource department helps the company to reduce the cost. For example, through lay off unnecessary people in the company or reduce the number of employees, providing multi-tasks for the employees, reducing reward such as annual leave and bonus of year, save cost in stationary by sharing with colleagues, save training cost of employees by providing job training. If the costs are saved in such a way in Human resource department, the company will have more money liquid to run the business.
Payroll can manage by technology
Payroll can be managed by technology however; the experience cannot be substituted by technology. Normally human resource is a challenging department in the company, with the facts that the department carries the responsibilities for interview, promotion to employee, labor law knowledge, and psychological knowledge to take care the employees' problem such as what employees need and want, which has to be coached by the human resource department. If one of the employees in the company is not satisfy with the company, employee will eventually resign and this will affect the turnover, especially the marketing employees. The employees working under marketing are more likely to be pressured compared to employees working under other departments. It is because if there is a decrease in the company sales, they might face layoff from the company, and this is why technology cannot substitute in the human resource line.
Human resource department is not a payroll department only
The top human resource department is not a payroll department; many special jobs which can only be handled by human resource department cannot be substituted by other departments. Training, interviewing, recruiting the right person and so on and so forth is very important. It is because if human resource department recruit the wrong person and place him or her in the wrong position can make be an issue in the company. And if human resource department cannot train the employees well, they wouldn't be able to feel or really not able to improve any longer in the company.
Planning a mentoring program
One of the best ways to overcome human resources issues is to launch a mentoring program for diversity. This could entail involving different departmental managers in a mentoring program to coach and provide feedback to employees who are different from themselves. For the program to run successfully, it is wise to provide practical training for these managers or seek help from consultants and experts in this field. Usually, such a program will encourage members of the organization to make their views known and to learn to resolve conflicts because of their diversity. More importantly, the purpose of a Diversity Mentoring Program seeks to encourage members to go beyond their own cultural frame of reference to recognize and fully exploit the productivity potential inherent in a diverse population.
Human resources managers can conveniently employee relations between ministries and the scope has for the lower-rung of communication with employees at different levels. The field is a derivative of system theory and organizational psychology. Human resources have won a number of interpretations related in time, she continues to defend the need to ensure the well-being of employees. Every organization now has an exclusive human resources department to interact with representatives of all factors of production. The department is responsible for the development and application of current research on advanced strategic while engaging end and staff training.
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
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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.