Effective Human Resource Management

Finding & Managing Quality Seasonal Staff/Volunteers

Agenda

Importance of job descriptions & employee and employer evaluationsPros and Cons of hiring through friends vs hiring through employment ads and programsHow to determine quality staff How to work with lesser quality staff

Agenda ctn’d

Tips & tools to help determine your pay scale and pay raise systemJob perks (discounts, benefits, freebies, training, bonuses) How and when?How to deal with problem staff. How to effectively let a staff member go.

Objectives of Human Resources in Organizations

Productivity Outputs (goods/services) / Inputs (people, capital, material, energy, etc.)

EfficiencyProduce more with a few people

Therefore…

HRM aims to improve the production contribution of individuals while simultaneously attempting to attain other societal and individual employee objectives

Human Resources Strategies

1. Planning2. Attracting3. Placing, Developing & Evaluating4. Motivating & Rewarding Employees5. Maintaing High Performance

Planning Human Resources

Importance of Job Descriptions

Some Definitions

« A recognized list of functions, tasks,accountabilities, working conditions, and competencies for a particular occupation or job. »

- reference« It is, primarily, a statement of what functions

(duties and responsibilities) the employee is expected to accomplish . »

-Philip C. Grant

Key parts of a Job Description

Job identity- position title, location, status, reporting relationships

Job summary-job in a few sentences, telling what the job is, how it is done, and why

Job duties-A very detailed statement of tasks and activities, desired performanceoutcomes, generals means for achieving the outcomes, responsibilities

Working conditions-physical environment, hours, hazards, travel requirements, and so on.

Uses

Job specification (what the job demands)Basis for Writing Recruitment AdsHelps Identify core competencies for performance assessmentHuman resource planningTraining and developmentReward systems and pay scales

Inacurate job descriptions will create…

Recruitment and hiring of unqualified or overqualified staffPossible high turnover rate (unrealistic job preview = job dissatisfaction)Increase the need for trainingInacurate performance evaluations + low performance

Paid vs volunteer staff

Some differences in the job description of volunteers might include

voting privileges, if any (board, committee) budget (who prepares, guidelines for expenses,etc.) term of office, options for reappointment or re-electionGoals

Job description - Important tips

Always include approvals from the supervisor and the jobholder The focus is on what the employee does, not on how- and not on how accomplishments will be measured

Importance of Performance Evaluations

Definition

« The process by which organizations evaluate employee job performance »

-source

Set performance standards

Two functions1. Objectives or targets for employee efforts2. Criteria against which job success is

measured

Performance standards features

Performance is quantifiedPerformance is easily measurablePerformance standards are understood by workers and supervisors; andPerformance requires little interpretation

Performance of volunteers

Set goals- Increases employee commitment, morale,

satisfaction and motivation

*** Is also effective with paid staff (participative goal setting)

Uses of employee performanceevaluation

Performance improvementCompensation adjustmentsPlacement decisionsTraining and development needsCareer planning and developmentDeficiencies in staffing processInformational inaccuraciesJob design errorsAvoidance of discriminationExternal challenges

Employee Opinion Surveys

Way of determining what employees think of their organization:-working conditions, supervision , how managers are

perceived, etc.

Evaluate specific concernsProvide feedbackTake action

Recruitment of staff & volunteers

Identify the job openingsReview job descriptions, job specificationsDetermine your recruitment methods- school, college, university campus visits, advertisements, contact with profesional and labour associations, use of government agencies, etc.

Recruitment Adds & Programs

Target specialized labourReaches a wider audience

More expensiveRecruits may already be employed (don’t read ads)May receive thousands of résumésInsufficient when labour markets are tight

Hiring through Friends

Less costlyKnowledge of organizationSimilar interest to organizationSimilar work habits and attitudes

Can create discrimination

Selection of employees

How to determine quality staff

1. Experience2. Background3. Attitude4. Reliability5. References

How to Get the Truth out of References

Use the phoneSeek information on job-related behaviour (tardiness, absenteeism)Ask direct questions (« Would you rehire this employee now? Or « How is this person’s behaviour in a group setting? »)Combine reference with other predictorsUse credible sources (Former work supervisor are the most useful. Letters from friends or acquaitances are worthless for predicting future job success)Note frequency of job changesWatch out for phrases with hidden meanings

Motivating and Rewarding

Pay scales, pay raises and job perks

Steps to determining your pay scale

Phase 1 - Job Analysis

a) Position descriptionsb) Job descriptionsc) Job standards

Phase 2 - Job Evaluation

What is Job Evaluation?A systematic process of determining the value of jobs in relation to other jobs within the organization.

Principle of a job evaluation

focus on the work done not on the individual doing the workconcerned with what is done, how it’s done and why - not with how welljob worth is measured using factors (e.g. safety of others, product/service quality)

Phase 2 - Job Evaluation

Refers to Internal EquityPerceived equity of a pay system in an organization (job worth more are paid more)

Methods to determine job wortha) job rankingb) job gradingc) point system

Phase 3-Wage and salary surveys

Refers to External EquityPerceived fairness in pay relative to what other employers are paying for the same type of work

How to find the information

Labour CanadaHRDC officesEmployer AssociationsProfessional AssociationsSelf-conducted surveys

Phase 4 - Pricing job

Establish appropriate pay level-Reflects its relative and absolute worth- Relative: ranking in job evaluation- Absolute: influenced by labour market

Group pay levels in a structure

Phase 5 - Pay structure

Based on your job rank, job grading or point system, are grouped in categories.

Each category offers a different wage

Pay raises System

Pay range for each job classEx: Average wage 10$/ hour for a particular categoryWage range is 2$Marginal performer is paid 9$/hourAverage performer is paid 10$/hourAbove average performance is given a merit raise of .50$ per hour until 11$ per hour is reached

Indirect incentives

Employee benefitsTrainingDiscountsFreebies

Managing difficult employees & employee dismissal

Identify the problem

Look at yourself first!

Is it emotionally basedIs it performance basedTake appropriate action

Employee discipline

Preventive discipline– Communicate standards to ensure compliance– Build a positive spirit of self-discipline

Corrective disciplineSeeks to:

reform the offenderto deter others from similar actionsmaintain consistent, effective group standards

Ex: warning or suspension without pay

Progressive discipline

stronger penalties for repeated offencesUsually used when offences are minor

Progessive discipline system1. Verbal reprimand by supervisor2. Written reprimand, with a record on file3. One - to three day suspension from work4. Suspension for one week or longer5. Discharge for cause

Positive discipline

Acknowledgement from employee that a problem exists and that he or she must assume responsibility for the behaviour, and the use of a problem-solving approach to resolving the problem.

Positive discipline - key steps

1. Focus on the specific problem rather then the employee’s attitude or personality

2. Gain agreement with the employee that a performance problem exists and that the employee is responsible for changing his or her behaviour

3. Approach discipline as a problem solving process

4. Document suggested changes or commitments by the employee

5. Follow up to ensure that the employee is living up to his or her commitments and to reduce the

Dismissal

Just causeReasonable notice

Managing dismissal

Prepare for the interview and conduct rehearsalConsider the dismissal process from the employee’s perspective and ask « how would I like to be treated in such a situationGet to the point. Some experts suggest that you convey the message of termination within the first few sentences

Select the time and place. Experts often suggest a meeting in the morning and during the middle ofthe weekHave any necessary information readyNotify others in the organization and ensure that the individual’s duties are coveredIn some instances, special security arrangements may be necessaryDiscuss the process with other colleagues who have had to terminate employees.