INTRODUCTION
In an organization, it is important for the management to understand their employees so that they will be able to make use of their skills and capability in achieving the organizational goals and objectives (Stark, 2015). In this context, it is essential to analyse the employees needs and requirements so that firm can satisfy their employees.
As a result, better services can be provided to customers. Different employees have diverse behaviour and characteristic. Organization will get benefited only when they understand their employees and provide them services which would satisfy them. Further, within a firm, employees should be divided according to their skills and capability as this will enable the organization to achieve their goals and objectives (Alexander, 2013).
Present report is about understanding the importance of people and why employees are important for an organization. This report covers, different ways through which workload within the firm is handled and work allocation for staffs. Further, it covers the process of recruitment process. Moreover, it covers the different ways through which staffs are appraised and their performance measurement. Lastly, it also includes the key requirements of legislation effecting the employment and management of people.
TASK 1
1.1 Importance of human resource planning for effective facilities management
For any organization it is important have proper human resource planning as it helps the firm to complete the business operations effectively (Kerzner, 2013). Human resource planning can be determined as a process which enable to identify the future and current needs and requirements of human resources in order to achieve the organizational goals and objectives.
This is one of the most important asset which a firm have. It is one of the important managerial function which make sure that right number of people at right place and time to perform the business operations effectively. Following are the importance of human resource planning for the organization:
Functional analysis:
There are many functions which takes place within the firm and it is very important to have employees for each of the functions so that they will be able to make business operation effective (Hislop, 2013). Human resource planning understands the requirement of people for each of the operations and accordingly they develop strategies through which they distribute their work and this help the firm to achieve their goals.
Optimum resource levels:
Humans or employees are valuable resource of the organization and it is very important for the firm to trigger the skills and capabilities (Langston and Lauge-Kristensen, 2013). This enable the management to divide the work and when employees perform the roles which they are good at, then this will be helpful in contributing effectively towards the betterment and growth of the company.
Managing HR overheads:
Human resource planning helps the organization to identify the requirements of the people who will help the firm to compete the business operations. One of the main role of HR is to make recruitment and in this context, it is important that the needs should be identified (Hardin and McCool, 2015). With this respect, human resource planning helps the organization and the HR department to know the requirement of people according to workload.
Skills acquisition and maintenance:
There are different set of roles and responsibilities which are distributed among employees. In this context, there are cases in which people fail in performing the roles effectively. Human resource planning helps the firm to determined the skills which are required in performing the given tasks in an effective manner.
Career progression:
Through HRP, they are able to select people who will be suitable according to the job which is offered to them (Swayne, Duncan and Ginter, 2012). In this context, employees will be able to put on their full efforts in performing their duties.
People motivation:
Motivation is one of the important element in the organization as it enables to improve the performance level. With this respect, human resource planning is very helpful as it enables to make understand the needs and requirement of workers (Campbell and Reyes-Picknell, 2015). As a result, it helps in motivating and encouraging employees.
1.2 Demonstrate workload planning and work allocation to ensure adequate staff resource is available
In most of the organizations, there are situations in which the load of work increases. In such cases, it is very important that organization take suitable steps through which work load can be reduced (Wisner, Tan and Leong, 2015). Workload planning can be defined as a process in which management aim at mapping resources and priorities the work so that the load on employees can be reduced. With this respect, following are the different ways through which workload can be managed:
Listing out the work:
It is very important to list out the work which has to be performed. This will enable to priorities the work and distribute it accordingly (Elyna Myeda and Pitt, 2014). There are many cases in which employees are provided with loads of work at a time. In such situations, it is important to list out the things which has to be done quickly.
Review workload:
There should be proper review done in order to know whether the work performed is done effectively. Specific time should be set so that tasks should be performed in an effective manner.
Realistic deadline:
There are many cases in which employees fail to complete their tasks on time. This is because the deadlines which are set do by the worker is not realistic to complete it on time (Fabricius, Koch and Magome, 2013). In such situations, employees should set realistic deadlines so that they will be able to perform other duties or tasks effectively and efficiently.
Structure workload:
Employees should make sure that the job which is started, that should be completed (Tausz, Tausz-Posch and Seneweera, 2013). In starting a new task, it consumes lot of time to understand it and to perform. In this context, worker should focus on completing the task which is started as this will help in managing time.
Reduce multi tasking:
Most of the people do not perform their tasks effectively as they think of other issues which could be related to their family, friends, etc. (Bull, 2014). This become difficult to perform their roles effectively as they are not putting all their efforts on the given task. This helps to perform the work properly and it will also reduce the amount of work and also saves time.
Reduce commitments:
During workload, it is important that employees reduce their personal commitments so that they will be able to get more time to perform the tasks. This is help the employee to complete their work quickly.
Get help:
Management should select the people who will be able to perform a job it the person to whom the work is assigned is not able to perform it (Hopkin, 2014). In such situations firm should delicate or distribute the work so that work can be completed on time.
Hiring more people:
HR department should hire more capable employees so that they will be able to contribute effectively for growth of the firm. When more people would work for single task, then it will help to reduce the workload (Sennewald and Baillie, 2015).
3.1 Describe how to set clear performance objectives for staff
In organization it is very important for team leader and management department to clear the roles and responsibility to each employees (Bratton and Gold, 2012). By doing this they can easily do their work and know that which instruction they have to follow or not. Effective languages are necessary in the communication otherwise with the lack of this quality lots of misunderstanding creates (Rondeau, Brown and Lapides, 2012).
There are six main characteristics of effective language which is necessary for organization and they are as follows:
- Put the main concentration on words and clear the abstract
- Clear each and everything at the time of communication
- Use familiar languages
- At the time of writing communication, proof real all the sentences and then send it.
- At the time of giving direction and order use constructive languages (Abdelhak, Grostick and Hanken, 2014).
By using appropriates languages all employees can easily share their ideas and views to each other. Further, for reducing the misunderstanding among all departments, Senior authority of company provide proper training to all department. In these classes they teach them how to talk with customers and how to clear their doubts (Bennett and Dearden, 2014).
Communication is the necessary this, so it is important for all workers to understand the need of this and try to avoid use improper language at workplace. On other hand, for analysis the performance of all employees company use balance scorecards and feedback and other tools they are as follows:
Balance scorecards
By using these techniques’ manager of company analysis the performance of their staff members. In this they give points to each employees as per their communication skills, behaviour with other staff members and how they deal with customers (Kelly, Male and Graham, 2014). Then in the end of month they declare star performer of company. Further, incentives, appraisal all things are based on the performance of staff members.
Feedback
In this method, team leader take a feedback from their customers and other employees. As per their reviews they analysis the performance of employees and set their promotions
Further, company use smart objectives as well and they are as follows:
- Specific (S)- In this company specifically describe the roles and responsibility of each candidate (Easterby Smith, Thorpe and Jackson, 2012).
- Measurable (M)-To measure the performance of all employees firm use balance scorecard other tools.
- Achievable (A)-To increasing the performance of their workers and best the target of organization.
- Realistic (R)- Before giving any dealing to their all employees company first check it’s all resources then plan their goals (Hoye, Smith and Stewart, 2015).
- Time scales (T)- To achieve all the objectives of organization including 12 month time scales.
3.2 Describe how staff appraisal contributes to performance measurement
Motivation plays an important role in the organization. First it boosts up the energy level of all workers and they feel important asset of company (Sarpin and Yang, 2013). For better development of employees, manager of company time to time motivate them by providing them appraisal, incentives, awards, promotion, by using these things they increase the confidence level of all staff members’ and also increase their working efficiency.
The appraisal and incentives are based on the performance of all staff members. So when employees give their best output to company, so it is management department duty to appropriate their hard work (Schwartz, Denef and Wulf, 2013). For this appraisal is much needed thing. By doing this, leading person increase their confidence level of all staff members. There are also some advantages of performance appraisal and they are as follows:
Performance improvements
The main motive of appraisal is based on to improve the working quality of employees (Sarpin and Yang, 2013). Further it also increases the various opportunities which is based on technology and social process.
Development of employees
By using appraisal system, management department analysis that which employees need training and development classes.
Corrective actions
By using appraisal system team leader can easily define the deficiency of all staff members.
Motivation
Appraisal is the best tool of motivation it increasing the performance of all employees (Hoye, Smith and Stewart, 2015).
Other benefits
By using appraisal the management department of organization can easily set their judgement of the salary of employees and also analysing the demotivate factors of all staff members (Kelly, Male and Graham, 2014). The senior department of organization can easily guide their all staff members by provide them rewards. By using this award system, all employees can easily find out their current position in the company.
Moreover, with the help of appraisal supervisor can easily check out the promotions programs for all staff members. In these regards, inefficient workers can be dismissed from the organization. It is one of the est and systematic procedure of analysing the performance of all staff members (Abdelhak, Grostick and Hanken, 2014). Further, appraisal system help out to supervisor try to understand the validity and importance of selection procedure. By using performance appraisal to all, manager of company increase the efficiency of all staff members and the try their best for getting the star performer of company award.
3.3 Explain the differences between formal and informal appraisal systems
Most of the organization follow two types of appraisal and they as follows:
Formal appraisal
This appraisal is usually based on the occurs of annually and semi annually. Formal appraisal is mainly based on four factors and they are as follows:
- To identify employees for promotions (Langston and Lauge-Kristensen, 2013).
- By this, manager of company elevate which candidate need additional training and development classes
- to identify candidate who deserve merit raises
Informal appraisal
This appraisal is based on the day to day routine of employees. In this appraisal, manager of company consider some factors and they are like:
- Observation- In this they observe the behaviour of candidate with the customers and other employees (Hardin and McCool, 2015).
- Communication- In this, senior authority communicate with employees and analysis their skills.
- Check work- In this, the appraisal is set as per the working performance of all staff members. For this team leader check the worksheet of employees and analysis their work.
- Feedback-It is the last factors In this, team leader take a feedback from customers and according to tier reviews they set the appraisal of candidate (Swayne, Duncan and Ginter, 2012).
Differences between formal and informal appraisal systems
A formal appraisal is provided by the certifies appraiser where they use an appropriate method of appraisal. For this they search whole market data then take a final decision which are related to appraisal. Formal appraisal is based on writing and at the time of giving appraisal, human resources’ department follow all the rules of company (Wisner, Tan and Leong, 2015). Further, they do not disclose with other party or candidate. At the time of selection formal appraisal, leading person take some advice from their senior authority then provide accurate incentives and monetary awards to the employees of company.
An informal appraisal is also good but this appraisal is based on institution and experience of worker. The informal appraisal is conductive when supervisor think it is necessary. For this they judge their candidate as per their day top daily routine and behaviour (Elyna Myeda and Pitt, 2014). The judgement is based on the communication with the customers and senior person of staff members. Investors, buyers are also playing an important role at the time of informal appraisal. Company take advise from all these peoples then take a final decision from all staff members.
4.1 Explain the principles of effective communication when dealing with people
Communication is a two way process where one person share their ideas and view to other person. For better and effective communication it is necessary to understand the situation of other person then share their ideas with them (Fabricius, Koch and Magome, 2013). The second most important thing which is important in communication is, selection of word. For reduce the misunderstanding of communication it is important to know all the basic principle of communication and they are as follows:
Know the audience
It is the first principle of communication where it is important for speaker to know the level of audience. For example, if one business man share their views and ideas to children so that time they cannot use financial data of company, presentation (Monczka, Handfield and Patterson, 2015). At that time they have to use friendly communication and tell some story. By using his quality they can easily share their ides to children. So it is very important before communication to know audiences.
Know the purpose
The second element of communication is based on to know the actual reason behind the communication (Fewings, 2013). It is also important because by knowing this thing, speaker can set their mind like what they have to say to other person and how they convince them.
Know the topic
In this, it is manager of company responsibility to clear the discussion topic to all staff members before giving any presentation. So they can prepare themselves.
Check the gesture of audience
Communication is a two way process so it is necessary to give other person time share their views (Conway, Dilworth and Higgins, 2015). Further, time to time check the gesture of person so by this speaker can evaluate that other person is interested in their conversation or not.
Not time consuming
It is one of the most necessary thing in communication is not take so much time on one topic otherwise second person getting bore. So it is important to conclude all the conversation and come to the point.
Feedback
At the time of non verbal communication, feedback is necessary. By using these techniques’ sender ensure that their message deliver to the other person or not.
Moreover, for better effectiveness of communication it is necessary for senior authority time to time take feedback and ensure all conversation is going on right way or not (Matheson, Klügl and Khan, 2013). Further, before sending any message ensure the condition of other person by this, all employees and peoples reduce the negative impact of improper communication.
4.2 Different methods of communication and facilities which managers can use according to situation
It is very important thing in communication to select appropriate method of communication. There are some different method of communication and they are as follows:
Verbal communication
It is the frost method of communication where one person share tier ides to other person by using word. The main benefit of this communication system is in this the percentage of misunderstanding is less than compare to other method (Wiig, 2012). In organization, employees can use phones, video chat, face to face talks for communication.
On other hand, while doing verbal communication it is necessary to ensure the using of words and tone. When some person speaking in teams and group so it is important for them to say loudly and clearly. So by this, all members can easily listen and create their judgement for person (Fewings, 2013). Verbal communication is the best when someone wants to express in detail. By using verbal communication, manager of company can easily clear the doubts of all employees and reduce the negative effects of misunderstanding.
Written
The second method of communication is based on written. In this by using, business letter, email, reports and other written document one person and share their ideas and views to other person. Written communication is the most appropriate when someone wants the take record of all communication (Singh, 2014).
Further, it is important when some person is too far away to speak on phones so organization and peoples use written method of communication. The negative point of this communication is it is time consuming and most of time lots of misunderstanding are crested by using this method.
In business world email is most common tool for communication. By using this method all employers share their files, data to other person. By using this method, company can easily portray profession image into the business world.
Non verbal
This method of communication plays an important role. In this method by using sign language person and share their ideas to each other. By using eyes gesture, body language people communicate with each other (Jiang, 2015). The main point of this communication is it is important for both person to know the meaning of symbols and gesture otherwise this thing creates lots of misunderstanding.
TASK 2
2.1 Importance of recruiting people with right skills, experience and approach
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