Top Managers care less about HR department compare to other departments is because it is not a productive department. The main function of Human resource Department is recruit employees for the firm, provide them training and development, the place employees to the field that they good at. Marketing department focus on how to promote a product effectively and increase the sales of the firm. These departments except Human Resource Department will get more focus from top managers because they help firms to earn profit. The main objective of firms is earn profit but the objective of the HR department didn't match with the firm's main objective therefore top managers are more focus on those productive departments like marketing department that eventually helps the firm earning profit. Besides, top managers have the thought of Human Resource Department does not have any additional help or usage for the firms. For example, it does not help firms in expanding business or it does not help in controlling and promoting the products of the firms. It is just help the firms internally.
Human Resource Department Failed To Do Their Task Well
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This is another reason Top Managers less focus on their own firm Human Resource Department. If the Human Resource Manager cant performed well and failed to achieve the department's objective, it will cause a disappointment for the top managers therefore they will not spend their time focus on a department that failed to perform well for the firm. Top managers will lose confident on Human Resource Department and might go for outsourcing their job to professionals outside the firm. This related to the capability of the Human Resource Managers. If the Human Resource Manager is capable to perform well and able to prove that this department is performing and helping the firm.
Top Managers Prefer Outsourcing than Having a Human Resource Department
Top Managers might think that outsourcing is a better way than having a Human Resource Department. They might think that outsource Human Resource function let professionals to complete the job and it is more effectively and efficiently. They are more relying on professionals outside the firms. The main function of the Human Resource Department is recruit employees for the firm. Top managers might hire a headhunter to help them look for skillful and experienced employees for the firm. Besides recruiting employees, Human Resource Managers need to have knowledge in the labour law to prevent lawsuit for the firm. In large firms, they have their own law department or law advisor to help firms solve those lawsuits. This shows that Human Resource Department can be easily replace through outsourcing.
The Basis of the Firms
This is depends on the basis of the firms; some firms is labour based and others might be machinery based. A machinery based firm is a firm that uses more machinery to do their task. They spend most of their capital on machineries rather than on labour because they want to raise their output to get more profit. They replace man power with machineries therefore for these firms Human Resource Department are not important to top managers as there are fewer employees in the firms.
Ways That Change Top Manager's Perception
Human Resource Department Can Make Profit for the Firms
It is a wrong perception that Human Resource Department does not help firms in earning profit. In order to change the perception of top managers, we have to let them know how Human Resource Department earns profit for the firm. There are two ways helping firms to increase profit, one way is through increase the sales whereas another way is through cost reduction. Human Resource Department earns profit through cost reduction; it helps firms cut down cost eventually it increases the total profit of the firms. Human Resource Department can help firms save cost through many ways. High turn-over rates of employees will caused the firms waste more resources and time. Firms have to recruit new employees and provide training and development (T&D) for the fresh employees. Besides that, the new employees need time to adapt to the new culture and environment in the firm therefore it is very time consuming as the turn-over rate of the employees is high. Human Resource Department can solve this problem by maintaining the loyalty of employees. They can provide rewards like salary increment for the employees keep them motivated so that they can perform well. Besides that, Human Resource Department can cut cost through control the number of employees by hiring employees that can multi-task which means employees that have more skills and knowledge to do different task. Decentralization can be achieved as well. In the Training and Development section, Human Resource can use mentor and mentee program or On Job Training (OJT) to train and coach new employees. These two methods can save cost and time for the firms. The last way to save cost is how Human Resource Department allocates firm's resources well. For example, Human Resource Department can make one rule which is employees have to share the stationeries, by this way it can help firm's to reduce the purchases of the stationeries.
The Capability of Human Resource Department
Always on Time
Marked to Standard
It is important to make sure the Human Resource Department is capable to perform well. If the department is performing well top managers will have confidence on them and eventually will pay more attention to this department. The capability of Human Resource Manager and the cooperative of the department's employees play an important role here. Human Resource Manager must have the capability to lead the employees and have the skills to recruit good employees for the firm. As they perform well, it able to smoothen the firm's operation as well. It is important that Human Resource Department objective able to help the firms to achieve their main firm's objective. If the department able to performed well, there is no necessary for the top managers to go for outsourcing. Outsourced task to the professionals outside the firms will cause the outflow of money of the firms. They have to pay a large amount of money for a project to the professional to complete the task. There is another problem of outsourcing that is people who accept the job might not fully putting effort or spend more time on the job because it is not the person firms. They might have just simply finish the task and handed back to the firms but it is completely different if the task is given to the firm's Human Resource Department. The employees are putting more effort on the task because they know that if the firm's earning more profit they might have bonus for the end of the year. This will keep them motivated therefore they put more effort on the task compare to the outsider. Outsourcing will increase the cost of the firms and at the end it will reduce the total profit of the firms.
Let the Top Managers Realize the Importance of Human Resource Department
Most of the top managers didn't realize the importance of Human Resource Department therefore they care less for this department. Human Resource Department is important to firms whether it is labour based firms or machinery based firms. Accidents might happen in either base firm especially machinery based firms. It has higher chance of accident happen. If accident happened, Human Resource Department has to solve the problem of compensation as they know the labour law and have the knowledge in compensation for the employees. If the problem does now handle well by the firms, they can involve in lawsuit or the employees might have strike. This will cause damage to the firm's reputation. Besides that, it is very important for firms to recruit a good employee. This is the main function of Human Resource Department. Human Resource Managers interview the applicants through severe process make sure they are suitable and capable to take the job. Hired a wrong person will waste firm's resources and time therefore Human Resource Department is very important to firms.
Answer For 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
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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.