NMIMS Global Access

School for Continuing Education (NGA-SCE)

Course: Essentials of HRM

Internal Assignment Applicable for December 2020 Examination

1. ABC Ltd. is a well-known IT Company in India since 2002. Recently, the company has
decided to revise the compensation structure for which it is important to conduct the job
analysis exercise. As an HR Head of the company, it is your responsibility to conduct the
same. Discuss the steps that you will follow in the process of job analysis?

1. Answer1.
Introduction: ABC Ltd. is well-known IT Company in India since 2002. Recently, the
company has decided to revise the compensation structure for which it is important to conduct
the job analysis exercise. As an HR Head of the company, it is your responsibility to conduct the
same.
Concept and application
Job analysis is the practice of gather and analyzes information about the content and the human
requirements of jobs, as well as, the context in which jobs are performing. As the company has
decided to revise the compensation organization for which it is important to conduct the job
analysis exercise

1. Planning the Job Analysis

It is vital that the job analysis procedure be deliberate prior to commencement of the
gather of data from managers and employees. Probably the most significant deliberation
is to identify the objectives of the job analysis. Maybe it is just to bring up to date job
descriptions. Or, it may include as an outcome revise the compensation programs in the
organization. Another purpose could be to brighten up the jobs in a department or
division of the organization. Also, it might be to modify the structure in parts of the
organization to align it better with business strategies. Whatever the purpose identified, it
is very important to obtain top organization support. The backing of senior managers is
wanted as issues arise concerning change in job or the managerial structure. hold up from
still the uppermost level of management help when managerial and employee anxiety and
resistance arise.

2. Preparing and Introducing the Job Analysis

Preparation begin by identify the jobs under review. For example, is the job to be
analyzing hourly jobs, clerical jobs, all jobs in one division, or all jobs in the entire
organization. In this phase, those who will be involved in conducting the job analysis and
the methods to be used are identified.

Also particular is how current incumbent and manager will participate in the process and
how many employees’ jobs will be considered.
Another task in the identification phase is to review existing documentation. Existing job
descriptions, organization charts, previous job analysis information, and other industry-
related resources all may be useful to review. Having details from this review may save
time and effort later in the process.

A crucial step is to communicate and explain the process to managers, affected

employees, and other concerned people, such as union stewards. Explanations should
address the natural concerns and anxieties people have when an important person puts
their jobs under close scrutiny. Items to be covered often include the purpose of the job
analysis, the steps involved, the time schedule, how managers and employees will
participate, who is doing the analysis, and whom to contact as questions arise. When
human resources are represent by a union, it is necessary that union representatives be
included in reviewing the job descriptions and specifications to lessen the possibility of
future conflicts.

Conducting the Job Analysis

With the preparation completed, the job analysis can be conducted. The methods selected
will determine the time line for the project. Sufficient time should be allotted for
obtaining the information from employees and managers. If questionnaires are used, it is
often helpful to have employees return them to supervisors or managers for review before
giving them back to those conducting the job analysis. The questionnaire should be
accompanied by a letter explaining the process and instructions for completing and
returning the job analysis questionnaires.

Once data from job analysis has been compiled, it should be sorted by job, the job family,
and organizational unit. This step allows for comparison of data from similar jobs
throughout the organization. The data also should be reviewed for completeness, and
follow-up may be needed in the form of additional interviews or questions to be
answered by managers and employees.

4. Developing Job Descriptions and Job Specifications

At this stage the job analysts will prepare draft job descriptions and job specifications.
Later in this chapter is a section discussing details on how to write job descriptions and
job specifications. Our purpose here is to emphasize that the drafts should be relatively
complete and identify areas where additional clarifications are needed.

Generally, organizations have found that having managers and employees write job
descriptions is not recommended for several reasons. First, there is no consistency in
format and details, both of which are important given the legal consequences of job
descriptions. Second, managers and employees vary in their writing skills. Also, they
may write the job descriptions and job specifications to reflect what they do and what
their personal qualifications are, not what the job requires.

Once the drafts are completed, they should be reviewed by managers. Whether
employees review the drafts or wait to receive the final job descriptions is often
determined by the managerial style of the supervisors/managers and the culture of the
organization regarding employee participation and communication. When finished, job
descriptions are distributed by the HR department to managers, supervisors, and
employees. It is important that each supervisor or manager review the completed
description with individual employees so that there is understanding and agreement on
the content that will be linked to performance appraisals, as well as to all other HR
activities.

5. Maintaining and Updating Job Descriptions and Job Specifications

Once job descriptions and specifications have been completed and reviewed by all
appropriate individuals, a system must be developed for keeping them current.
Otherwise, the entire process, beginning with job analysis, may have to be repeated in
several years. Because organizations are dynamic and evolving entities, rarely do all jobs
stay the same for years.

Someone in the HR department usually has responsibility for ensuring that job
descriptions and specifications stay current. Employees performing the jobs and their
managers play a crucial role because, as those closest to the jobs, they know when
changes occur. One effective way to ensure that appropriate reviews occur is to use job
descriptions and job specifications in other HR activities.

For example, each time a vacancy occurs, the job description and specifications should
be reviewed and revised as appropriate before recruiting and selection efforts begin.
 Similarly, in some organizations, managers review the job description during each
performance appraisal interview. This review enables the job holder and the supervisor to
discuss whether the job description still describes the actual job adequately or whether it
needs to be revised. In addition, a comprehensive and systematic review may be done
during HR planning efforts. For many organizations, a complete review is made once
every three years, or as technology shifts occur, and more frequently when major
organizational changes are made.

2. ESSOS Ltd, an upcoming E Commerce startup, has just recruited a fresh batch of 100
employees at supervisory level to work at various warehouses in India. Company is
planning an orientation program for all these fresh employees. As an HR Head, it is your
responsibility to undertake this orientation program successfully. Discuss the possible
problems that you may encounter while conducting the orientation program?

Answer 2

Introduction

Orientation is vital as a result of it lays a foundation for the new employee’s entire career with
the department. 1st impressions ar vital since they establish the idea for everything that follows.
while not orientation, a brand new worker typically feels uncomfortable in his/her new position
and takes longer to succeed in his/her full potential.

Concept and application

Orientation is vital as a result of it:

1. Provides the new worker with apothegmatic and correct data to form him/her lighter
within the job
2. Encourages worker confidence and helps the new worker adapt quicker to the job
3. Contributes to a more practical, productive workforce
4. Improves worker retention
5. Promotes communication between the supervisor and therefore the new worker.

Some of the problems are:-

1. The first days on the job were anxious and disturbing ones.
2. ‘New employees initiation’ practices by peers intensified anxiety.
 3. Anxiety interfered with the training process.
4. Turnover of newly hired employee was caused primarily by anxiety.
5. The new workers were reluctant to discuss problems with their supervisors. Employee
orientation is aimed at minimizing such problems.
6. Communication concerning the orientation doesn't come about well earlier. Often, the
mere look of managers is their most involvement. Their role isn't AN interactive one.
They fail to comprehend the chance to effectively communicate company goals to new
staff.

7 No Planning

Many firms don't invest enough time and cash in their orientation program. a lot of analysis and
designing is needed beforehand. There could also be a requirement for perennial directions, that
results in a waste of resources. A valuable program is well-researched, created fascinating and
punctiliously organized, taking into thought the goals of each the leader and therefore the staff.

8 Ineffective Handouts

Handouts don't receive a lot of attention. These sometimes tally Associate in Nursing itinerary
containing the content of shows for the day. A handout ought to ideally contain a quick precis of
the topics coated throughout the orientation. Checklists of key points is recorded. This way, it is
used as a reference by any worker later. Further, all the knowledge is placed on record at the
corporate web site.

9 Poor communication limits the closeness of relationships and worker engagement. restricted
engagement contributes to lack of structure commitment, poor morale and eventually, turnover.
workers trust their managers to supply direction, feedback and positive reinforcement.

10 Lack of clarity about Role and responsibilities also effect new employees in a huge way .

Conclusion

Orientation seeks to show new workers to any or all areas of the corporate. This prevents
inductees from obtaining overspecialized. Induction makes new hires become productive to the
corporate quickly.

Finally, an honest orientation programme can produce a good impression of the firm and its
work. even as a good 1st impression of a private helps to create an honest relationship, thus an
honest initial impression of an organization, a workfellow, or a supervisor will facilitate a
replacement worker regulate higher. Further, resultiveness of associate orientation programme
will have an enduring effect on absence and turnover.So we can say that we need to avoid these
problems during orientation so that we can achieve our targets and goals.

3. SYSTEMS Pvt. Ltd., a well-known education technology company in Mumbai is going

through a phase of wider domestic expansion. Company has set up 20 new offices across
India and employees in these new offices are about to undergo training exercises. You are
an HR Head of the company who is responsible for doing this training. In this background,
answer the following:

a. Which off-the-job training methods would you suggest?

b. Which off-the-job training methods would you suggest?

Answer 3

a.

A number of Training methodologies and techniques are developed over the years to fulfill
bound specific wants. On-the-Job training refers to the ways that square measure used at the
geographical point, whereas the worker is truly operating. It means that ‘learning whereas
doing’. The trainees learn within the real work setting and gain sensible expertise coping with the
tasks and challenges throughout a traditional operating day. There are various on the Job training
methods which are essential to use for the employees so that they can work well in a
organisation:-

1 Coaching and Mentoring:

Coaching and mentoring constitutes the foremost normally used technique to coach the staff
whereas they're on their jobs. work involves the event of matched relationship between the staff
and supervisors, that ensures continued steering and feedback of the staff on however well
they're handling their tasks. Mentoring could be a specific type of work utilized by practised
executives to groom the junior workers. Normally, mentoring involves matched work for a
amount of many years till the worker is eventually capable enough to interchange the mentor
itself.

2 Understudy

Understudy refers to the strategy during which trainees area unit ready to perform the work or fill
the position of their superiors. during this technique, a tiro UN agency is probably going to
assume the complete duties Associate in Nursingd responsibilities of the position presently
control by his/her superior is named as an understudy. The understudy fills the position of his/her
superior that's getting ready to leave the duty because of promotion, retirement, or transfer. as an
example, the division head could develop one competent person from the department to become
his/her understudy. this offers the understudy a chance to do out his/her leadership skills.

3 Job Rotation

Job rotation involves the movement of staff from one job to a different, in order that they will
attain the understanding of various functions and processes of a company. additionally, to
unleash dissatisfaction, it permits staff to create a rapport with a good vary of people inside the
organization, that more facilitates cooperation among the departments. The cross-trained
personnel provide the organization an excellent quantity of flexibility once transfers, promotions,
or replacements become inevitable.

Job rotation could produce varied serious issues once the trainees square measure shifted to
numerous jobs terribly of times. In such a scenario, the trainees don't get enough time to explore
and learn one section of a selected operation and develop a robust degree of experience. Further,
it might produce a scenario of chaos for the trainees after they square measure exposed to
rotating managers, having different varieties of operation.

4 Special Projects Assignments

Special project assignments denote a extremely helpful coaching technique, beneath that trainees
area unit allotted a project that's closely associated with their jobs. Sometimes, variety of tiro
executives area unit place along to figure on a project directly associated with their purposeful
areas. Trainees analyze the issues and submit the written recommendations, which offer them
with a valuable expertise in grappling the matter.These special project assignments facilitate the
trainees to investigate the structure issues from completely different angles and views. once
trainees work as a member of the team, they not solely acquire information however conjointly
learn the way to figure with others having completely different viewpoints.

5 Committee Assignments

Committee assignments refer to the method in which the trainees are asked to solve an actual
organizational problem. In committee assignments, trainees have to work together in a team and
offer solution to the problem. This method of training helps the trainees to develop team spirit to
achieve a common organizational goal.Off-the-job training is conducted in a very location
specifically selected for coaching. it should be close to the geographical point or faraway from
work, at a special coaching center or a resort Conducting the training faraway from the
geographical point minimize distractions and permits trainees to devote their full attention to the
fabric being taught- but, off-the-job training programs might not give the maximum amount
transfer of training to the particular job as do on-the-job programs.
b. Now there are some off the job training methods which are also important to execute in the
organisation for employees like :-

1 Classroom Lectures

Underneath off the work ways of coaching, schoolroom methodology or lecture methodology is
well-known to coach white collar or social control level workers within the organisation.
underneath this methodology workers area unit referred to as to the space like that of schoolroom
to convey coaching by trainer within the style of lectures. This methodology is effectively used
for the aim of teaching body aspects or on management subject to form awake to procedures and
to convey directions on explicit topic.

2 Audio-Visual

Providing coaching by means of exploitation Films, Televisions, Video, and displays etc. This
methodology of coaching has been exploitation with success in education establishments to
coach their students in subjects to know and assimilate simply and facilitate them to recollect
forever. New firms have come back up for providing audio visual material for college students in
their concern subjects. within the company sector, in the main in client care centres employers
square measure giving coaching to their workers by exploitation audio visuals material to show a
way to receive, speak and behavior with the client.

3 Simulation

The simulation technique coaching|of coaching} is most known and core among all of the duty
training ways. within the simulation coaching technique, tyro are going to be trained on the
particularly designed instrumentality or machine appears to be very utilized in the sector or job.
But, those instrumentality or machines ar specifically designed for coaching a trainees were
creating them able to handle them within the real field or job. This technique of designing is
usually used wherever terribly pricy machinery or instrumentality used for playing Job or to
handle that job.

4 Case Studies

It is a written description of associate degree actual state of affairs within the past in same
organisation or in different places and trainees area unit presupposed to analyze and provides
their conclusions in writing. this is often another glorious methodology to make sure full and
whole hearted participation of staff and generates smart interest among them. Case is later
mentioned by pedagogue with all the professionals and cons of every choice. it's a perfect
methodology to push decision-making skills among the constraints of restricted knowledge.
5 Programmed Instructions

This involves 2 essential elements: (a) a bit-by-bit series of bits of data, every building upon
what has gone before, and (b) a mechanism for presenting the series and checking on the
trainee’s data. queries square measure asked in correct sequence and indication given promptly
whether or not the answers square measure correct.

This programme could also be dole out with a book, a manual or a teaching machine. it's
primarily used for teaching factual data like arithmetic, Physics, etc.

So these are the various on the job training methods and off the job training methods.