Growth and Development of conferences pertaining to personnel

Personnel/Human Resource Management in management and industrial relations;

the Philippines 2. Participation in public hearings to voice
support of, or opposition to, proposed
Personnel or human resource management is
legislation affecting business and
a relatively new field in the Philippines. It was
industry;
only in the early 1950s that is gradually gained
3. Dissemination of information to upgrade
acceptance and recognition in private business
personnel management, offering
and industry. For it to gain acceptance and
technical advice through its special
recognition, three conditions need to exist:
committees and library facilities; and
1. Top management must be convinced 4. Establishment of a public relations
that personnel management is needed program aimed at informing the public
in its business operations; about the nature of personnel work.
2. Qualified personnel administrators must
In addition, government instrumentalities such
be available;
as the Department of Labor and Employment,
3. Personnel administrators must
the Employees Compensation Commission,
demonstrate their, capacity to contribute
the Social Security System, Technical
to the company's objectives and goals.
Education and Skills Development
Top management is too often unaware of what Administration, and other government
personnel work is and what it can do to agencies, usually consult with the association
promote effective management. As a result, before taking a stand on matters affecting
personnel management is usually given only employer-employee relations.
minor role in business affairs. The lacks of
As a results of these efforts, the status of
qualified personnel executives complicate the
personnel management has been enhanced
problem. Even when management sees that a
and the quality as well as the salary of
good personnel department is desirable, not
personnel managers has greatly improved.
enough qualified personnel management
practitioners are available to run it. Organization and Human Resources
With the supply-demand gap for personnel To grow and thrive in today's competitive
administrators, many "personnel specialists" environment, organization must deal with many
without adequate preparation have entered the and diverse changes. Traditionally, the concept
field, messing up some personnel programs of value has been considered a function of
because of amateurism or plain lack of finance or accounting. Human resources are
understanding of what personnel work is. The crucial to the long-term survival of the
Personnel Management Association of the organization. Our definition of value includes
Philippines (PMAP) is a nationwide not only profits but also employee growth and
organization of all the personnel managers and satisfaction, additional employment
human resource practitioners in the country opportunities, protection of the environment
which was established to uphold the profession and contribution to community development.
to the fullest.
The organization is made up of people. The
Among the activities of PMAP are: main goal of any organization is to provide
goods and services effectively. It is the people
1. Training and developing personnel
who are linked in a formal structure' and
administrators through seminars,
managerial leadership. People are vital to an
lectures, workshops, meetings, national
effective personnel management program. The
conferences, and holding tripartite
development of an effective organization
hinges on the proper selection, development, and services. These companies believe that
and utilization, rewarding, and maintaining their greatest are their work force.
capable people.
3. The Challenge for Productivity
The organization resources are stretched
The global technology is increasing
tightly to come up with the demand of the
the challenge to greater productivity Human
global environment. The allocation of these
Resources became more "smarter workers"
various resources wisely is imperative. An
with the aid of computer aided machines,
organization must work together to contribute
internets, and expert systems. They
efficiently towards the goals and objectives set
produce highly quality products that are
by management. The effective utilization of
demanded by the world market. The
manpower can help add and create value.
introduction of these new technologies
The Challenges of Human Resources needs the reconfiguration of the employees
work design, training program and reward
1. The Challenge of the Global
system.
Community
The links of high productivity are:
Organizations are increasingly
finding out that to survive they must a. Human resources and capabilities
compete with organizations not only in the b. New technology and opportunities
place of operation but the global business c. Efficient work structure and company
community. Companies need to compete policies allow employees and
and defend not only their local markets and technology to interact.
customers; they must broaden their scope
The organization's competitive advantage
to encompass global markets.
depends on the strength of the above linkage.
2. The Stockholders Challenge
Organizations must deal successfully
The key to success in today's with these challenges to create and
business environment is to meet the maintain value. Human Resource
investor's needs and those of the other Management must face these challenges to
stakeholders. These stakeholders are the motivate and develop a well-trained and
customers, employees and the community committed work force.
where the enterprise operates. The
Contributing Growth Factors
companies are challenged to reach financial
objectives through meeting customers' and Among the factors that have contributed
employees' needs. Satisfied customers are to the growth of personnel management in the
assets that will sustain company growth and Philippines are the following:
financial stability.
1.) Increasing complexity of business
The Human Resources Management operations
greatly influences cost reductions, quality
management, and financial systems that The post-war period saw the birth of big
are ingredients to profitability and growth. corporations where the volume and variety
Companies shall look into diverse work of operations and the size of the labor force
forces to capitalize on forward-looking demanded specialization in management.
ventures. Successful companies practice The personnel specialist was called upon to
good human resources management formulate and carry out the organization's
personnel policies and programs.
programs that motivate and reward
employees, that provide quality products
2.) Government regularizations and administration a complex function. The
labor laws promulgated in recent facilities of the personnel department are
years here again utilized to handle such
programs.
In order to safeguard the worker's
interests, especially those related to wages, Definition of Personnel/Human Resource
working conditions, job security, and health, Management
the government deemed it wise to enact a
Personnel or Human Resource
number of labor laws and government
Management may be defined as the
regulations. Among such laws are the
function of management, concerned with
Woman and Child Labor Law, the Minimum
promoting and enhancing the development
Wage Law, the Eight-hour Labor Law, the
of work effectiveness and advancement of
Industrial Peace Act of 1953, and several
the human resources in the organization.
other labor and social laws which are
These are accomplished through proper
embodied in the Labor Code of the
planning, organizing, directing, coordination
Philippines, and its implementing Rules and
and controlling of activities related to
Regulations that took effect on November 1,
procurement, development, motivation and
1974. Compliance with these laws (not to
compensation of employees to achieve the
mention the need to secure permits,
goals of the enterprise.
compile statistics and make various reports
to government agencies) became part of Personnel/Human Resource Management:
the services of a personnel department. A Science and an Art
3.) Growth of Labor Unions A science is a systematic
accumulation of facts, their analysis and
The passage of the Industrial Peace Act
interpretation, and their use to arrive at a
of 1953, otherwise known as the Magna
satisfactory conclusion. Personnel
Carta of Labor, triggered the organization of
management is a science because it
labor unions and the strengthening of the
involves the systematic gathering of data
workers' bargaining power. Collective
derived from surveys, statistics, interviews,
bargaining negotiations and the
and observations. It is an applied science
administration of union contracts may best
because it utilizes scientific principles in
be handled with the technical resources of a
analyzing and interpreting data for
personnel department. With the passage of
application in the management of the
the new law making unfair practices a
people at work.
criminal offense, the responsibility of the
personnel or industrial relations department Art is proficiency in the practical
becomes very important and thus makes application of knowledge acquired through
the position of personnel managers a study, experience or observation. After the
necessity in every company. required knowledge are gathered and
analyzed and the possible solutions to a
4.) Influx of new concepts in
problem are formulated, a good executive
management
needs to select the best from among
The employee welfare concept is not alternative solutions. He needs to
new, but its nature has changed from one of implement his choice at the right time to
paternalism to that of employee's rights achieve the desired result and to foresee
through practices that have become the probable success or failure of his line of
institutionalized. Employee benefits have action, and institute needed corrective
become varied and far raging, making their measures promptly. This is where
 personnel management is an art, since it 5) Help train and develop the human
involves the making of sound decisions. resources of the company in order to
equip them with the skills and
The major tools of the personnel
knowledge required in accomplishing
manager as a scientist and an artist are his
their jobs efficiently;
creative imagination and intelligence. These
6) Help promote understanding and good
become keener as he learns from practice
relationships by opening the lines of
and experience, honing his intuition and
communication between management
insight in handling the various problems of
and employee there by creating an
employees in such a way that there is
atmosphere where workers can be
order, harmony, balance and proper timing.
happy and proud to belong to the
He also knows how to simplify complex
organization;
problems.
7) Identify management problems that can
Personnel/Human Resource Manager be resolved and opportunities that can
be realized through improved
The personnel or human resource effectiveness in personnel management;
manager, who is a member of the top 8) Assist managements and supervisors in
executive group, is responsible for the handling labor relations, problems,
formulation of personnel policies and utilizing his knowledge and competence
programs which will serve as the foundation on labor laws, government regulations
for an efficient personnel administration in a and court decisions on labor relations;
company for it to realize its goals and 9) Assist the company in promoting good
objectives and allow the employees to morale and motivation among its human
develop their individual career goals. resources;
Companies Hire a Human Resource Manager 10) Assist in crisis management and
because he can: organizational development.

1) Help management achieve company Problems and Difficulties of the

objectives and goals in the management Personnel/Human Resource Manager
of its human resources; An appraisal of the role and functions of the
2) Assist top management in formulating personnel managers reveals four main
sound policies, programs and rules and problems:
after approval, administer them fairly
and efficiently; 1. Common misconception about his
3) Assist line supervisors and managers in role and functions
providing employees with a satisfactory
There is a misconception that the personnel
work environment and in promoting
manager is nothing more than a simple clerk
harmonious relationships with the
whose job is to keep employee records and to
employees and the unions;
give job applicants the necessary forms to fill
4) Make managers and supervisors aware
out.
of their full responsibilities in the
management of human resources by Another misconception is that he is the
providing them with technical help "power behind the throne" who has full control
needed to handle employee problems; of the workers and who can do just about
anything he wishes to make them happy and to
solve all problems involving personnel.
 2. Inadequate recognition by The Traditional Personnel Image
management of the proper role of the
Historically, personnel managers and their
personnel manager in the
departments suffered from very low perceived
organization
position due to the following factors:
Some top management executives are
1. Disrespect for the position and those
unwillingly to give the personnel manager the
who perform it;
corresponding authority and responsibility for
2. The low position in the organization;
the job. There. is hesitance on the part of
3. Lack of expertise in performing their
business executives to let the personnel
functions.
manager participate in personnel policy-making
decisions. The weak position of personnel departments
causes them to suffer during times of budget
Due to inadequate recognition, some
cutting. The function of the department is
personnel managers develop some feeling of
indirect and most often unrecognized. It is
inferiority. In their desire to elevate and
difficult to see the relationship of the
maintain their status, personnel men may shift
undertaking comprehensive job enrichment
from being professional to mere conformists
effort and improved profits. Under this
just to get recognized. This indicates lack of
arrangement, the personnel department is one
self-confidence. Others prefer to leave the
of the areas to be cut in hard times and one of
company, thereby causing high turnover in the
the last to be increased when conditions
profession.
improve.
3. In the area of labor relations
The other result of this low position has been
Some employers expect the personnel the difficulty of hiring qualified personnel to
manager to keep the labor unions out or if enter the field. It is also due to the reluctance of
there is one, to break or bust it. The personnel some old personnel practitioners to present to
manager who is a conformist becomes the top management advance ideas that could
unstable and insecure in his position because improve personnel systems and procedures.
of lack of the necessary strength of personality On the other hand, top management refuse to
and knowledge of his job. accept new ideas.
4. Jealousy of the other executives
regarding the personnel manager's
The Changing Image of the Human
duty and authority.
Resource Functions
These problems can be avoided if top
With the advancement in technology
management defines clearly the extent and
and the higher qualifications for employment,
limits of authority and responsibility of the
the position of the Human Resource
personnel manager and enjoins the line
Department in the organization got the boast of
executives and supervisors to cooperate with
higher recognition and importance.
him.
Organization now recognized the important role
The Past and Present Role of Human played by human resources in the company's
Resources profit index.
To understand the improving role of personnel Organizations are now aware that
functions, we need to compare the changes attention should be given to their important
with past practices. assets. That is the labor force and together
with this is the advancement of the human
resource department role. Companies now look
at Human Resources practices as a means to 4. Coordinator
profitability, quality and other business goals
He brings into action all activities, regulates
through enhancing and supporting business
and combines diverse efforts into a harmonious
operations.
whole, and gets together and harmonizes the
The growing specialization in the field of work of various personnel in his department
education related to improving the knowledge and the related function in other departments.
of the HR practitioner has contributed to higher
5. Negotiator
respect for the position. Continuing education
and Seminars are contributory factors that He is the representative of the management in
increase knowledge in the more efficient and negotiating labor contracts or to attend
effective management of the HR departments. negotiations with unions in an advisory
capacity. As a negotiator and administrator of
Roles of the Personnel/Human Resource
the labor contract, he must understand the
Manager
nature, significance and methods of collective
Considering his position in the company and bargaining.
the scope of his functions, the personnel
manager is expected to play varied roles such:
6. Educator programs
1. Supervisor
He conducts or administers company's training
He plans, organizes, directs, controls and
program. He is very much involved in the
coordinates the activities of his departments.
management of employee development
He delegates some of his functions to his
programs of his company.
subordinates but check on them through follow-
ups. He manages the work of the employees in 7. Provider of Services
his department and trains them in developing
their skills for efficiency. He provides services to all employees and
helps them obtain facilities with government
2. Administrative Official agencies like SSS, Medicare, etc., which can
make their employment more satisfying.
He or his staff conducts or directs certain
personnel activities as provided or in the 8. Employee Counselor
policies and programs entrusted to the
department. He sees to it that labor laws and His knowledge and training in human relations
government regulations are properly complied and the behavioral sciences plus his familiarity
with. He should also know how a policy is with company operations, puts him in the best
made and administered. position to counsel employees.

3. Adviser 9. Promoter of Community Relations

He serves as counselor, guide and confidante He must be well informed of the activities and
to management supervisors and employees. developments in the environment where the
To be competent, he must keep himself enterprise operates. He is called by the
informed about employee attitudes and management in helping the company project
favorable and positive image to the community.
behavior and be abreast of treads in the
industrial relations field which may affect his 10. Public Relations Man
company.
His functions require him to deal with the
general public, which includes the employees,
the unions, and the community.
Personal Qualities of the Personnel 6. A community relations officer. The HR
Manager Manager develops greater linkage with
government and other stakeholders. He
1. Can communicate effectively, both orally
has to coordinate with schools and other
and in writing
agencies for their manpower pooling
2. Possesses an above-average
and other services.
intelligence
3. Enjoys working with people Rewards and Benefits for the Personnel
4. Grasps the implication of a given Manager
situation, understands individual
The Personnel or Human Resource Manager's
attitudes and the problems of the
job is demanding and stressful job. However, it
employees and of the employer
is financially rewarding and stable. Big
5. Aggressive, mature and capable of
companies offer competitive salaries and
giving sound advice that will be in the
attractive benefits or what we call the "perks" of
best interest of both the employer and
the job, aside from the usual benefits being
the employee
enjoyed by most employees, which are
6. Possesses the integrity, industry and
mandated by the Labor Law (such as the SSS,
courage to earn the respect of the
PAGIBIG, Phil health, 13th month pay and the
employees and his employer
like).
7. Possesses a pleasing personality and
personal warmth and should be Some benefits being offered to Personnel
approachable Managers are the following:
The Skills Needed by Today's HR 1. Car Plan or Free use of Company
Professionals Transportation - This is offered so that
he can attend all his meetings on time
A higher degree of professionalism is the
and be able to reach all assigned
demand of the new HR practitioners. This
destinations given to him.
includes the following:
2. Unlimited / Limited use of gasoline and
1. A higher degree of knowledge on free maintenance check-up.
management practices and processes. 3. Company cellular phone - This is given
He would need this to collaborate with to ensure that the manager can be
other line managers. contracted anytime especially by top
2. The HR practitioner is a service provider management so as to have a free flow
to other line managers. He must of communication.
possess a high degree of human and 4. Representation Allowance / Meal
public relations. Allowance- A budget is allotted for the
3. A great knowledge of human psychology managers in order to maintain a good
and social relations. It is a great asset to image not only for the company but also
effective coordination. for the manager himself.
4. He is a consultant on labor relations. A 5. Education Scholarship / Attending
working knowledge of labor laws and Conventions and Seminars- The
regulations is of great advantage. managers are offered scholarships and
5. As a management practitioner. A are given the opportunity to attend
thorough knowledge of management conventions, seminars and meetings for
and its relations to effective organization them to be updated with the latest
is a must for all HR managers to plan trends in their department, ? learn
out strategic approaches to problems thorough knowledge, meet other
and their solutions. colleagues, and gain experience that will
 enable them to develop their self- Career Path to Human Resource Management
esteem and confidence.
1. Entrance Level - A new college
Career Advancement/Other Professional graduate may start as personnel
Options for the Personnel Manager assistant in a medium-size organization.
The following skills are necessary:
The Personnel Manager, known as the
"jack of all trades", has the opportunity for other
a. Assisting in interviewing applicants;
career options such as the following:
b. Giving tests and scoring test results
1. College Professor - He can teach in personality inventory and other
business subjects such as marketing, skills test;
finance, human resources and c. Assisting in employee orientation
development. and training programs;
2. Vice President of the Company - This is d. Record keeping.
due to promotion after showing and
performing excellently. 2. Supervisory Level - The promotion to a
3. Chief Executive Officer (CEO) higher level depends on the ability and
4. Politician capability of the Personnel Assistant to
5. Entrepreneur acquire the skills necessary in the HR
6. Businessman functions. The traits and skills are:

In addition to all these, being in this field will a. Skills in writing job descriptions, job
definitely open a lot of doors for this kind of job. analysis, and job evaluations.
Aside from all the financial and material gains b. Knowledge of employee benefit
one many have, it is a career intended for programs related to vacation and
those people who love people and have a soft sick leaves, pensions and other
spot in taking care of their subordinates, that is mutual benefits.
- the employees. c. He must have acquired the skills in
The Career Path to HR Management interviewing applicants and
counselling employees.
New college graduates who are d. Skills in testing and interpreting test
interested in developing their career in the area results and making
of. human resources must start in the lower recommendations as to the fitness of
level of the HR functions. They need exposure applicants.
in the different fields or areas of specialized HR e. Job evaluation and wage
functions. administration skills and relating pay
to the differences in job
Entry Level requirements.
f. Skills in determining training needs
and develop training modules and
Supervisory Level conducting the same.
g. Skills in basic research related to
manpower planning.
Managerial Level
3. The Managerial Level - At this level the
HR practitioner has acquired the above
skills. However, at this point, the
concentration of the HR is the effective
management of the different areas of the essence of the new mandate for
personnel functions. The added industries, needs employees who are
personnel activities include in the dedicated and work-oriented. Teamwork
following: cannot be developed in a day or two.
Teambuilding and organizational
a. Leadership and Conceptual Ideas interventions are needed to develop
Visioning greater teamwork. Teamwork adds
value to more efficient manpower.
Here the HR manager is part of
the strategic management team that The Changing Landscape in HR
participates in organization strategies Management
planning for improved products and
The increase in these functions has
services as they relate to employees'
been seen and realized by management that
productivity and its relation to
the most important level for companies to gain
technology enhancement programs.
competitive advantage both in domestic and
b. Analytical of the facts as basis for foreign market is through productive and
Decision Making committed personnel. Top management
believes that HRM practices are directly related
Along this area, the HR manager
to the companies' success in meeting
is saddled with the analysis of the
competitive challenges. The change in
employee's the development program
personnel values and orientation should match
and finding alternative solutions to
the changes in technology without which
improve employee's performance level
competitive advantage could hardly be
as it relates to global competitiveness.
possible.
His main concern is how human
resource assets could be turned into To compete in the global economic
productive investments through a proper arena, companies need to put greater effort
compensation and benefits program. towards accelerating and retaining talented
personnel. Employees need to be trained and
c. Compliance Administration and
developed and we need to dismantle the
Control
bureaucratic structures that limit employee's
The changing social and work ability to innovate and be creative.
force environment needs compliance
The meaning of employees towards the
with the social and legal norms in the
values of Theory Y and Theory Z in the
work place. This includes labor laws,
management of human resources should be
environmental regulations, safety and
encouraged. Employees should be empowered
security employee services including
towards productive endeavor and be guided
recreation and other manpower
according to the need for competitive
demands for a better working
advantage if the economic development of this
environment.
country is to be attained.
d. Interpersonal Team Work
The politics of divisiveness in the work
The introduction of new environment must be replaced with cooperative
technology in the work place brought undertakings that will contribute to work
about varied HR problems. An employee efficiency. The HRM, functioning along this
has to undergo training and area under the new directions, must give
development of new skills and work credence to more productive efforts towards
values. Global competitiveness, being properly compensated manpower resources.
We need to give credit for productivity but order to forecast availability must look to both
productivity cannot be attained with a hungry internal and external sources. Internal sources
stomach. These are the new challenges to refer to existing manpower that could be re-
HRM if employees' contributions to the assigned to new positions or be promoted to
company's profitability are to be attained. higher vacant positions. External sources refer
to positions that are not available inside the
Human Resource Planning (HRP)
organization and need to be sourced out.
Human Resource Planning (HRP) is the
2) Availability
process of systematically reviewing human
resource requirements to ensure that the When employee requirements have been
number of employees matches the required analyzed, the firm determines whether there is
skills. It is the process of matching the internal a surplus or shortage of manpower. If there is a
and external supplies of people with job surplus, ways must be instituted to reduce the
openings anticipated in the organization over a number of employees. Some of these methods
specific period of time. Some organizations include restricted hiring, reduced work hours,
continue to provide lip service to these early retirement of old employees, and the
important functions. Nevertheless, presently worst is to layoff some employees. If the
HRP is increasingly being recognized as an manpower forecast reveals shortage, the HRD
important component of Human Resource must obtain the proper quantity and quality of
Management. workers outside the organization after
exhausting efforts to find from within. Human
What is Strategic Planning?
resource planning must be continuous, as
Strategic Planning is the determination of the changing condition could affect the entire
overall organizational purpose and goals and organization thereby requiring extensive
how they are to be achieved. Human resource modifications of forecasts.
is the integral component of a strategic plan,
Aspects of Human Resource Planning
which greatly affects productivity and
organization performance. After the strategic 1. Systematic Forecasting of Manpower Needs
plans have been formulated, human resource
2. On the basis of business conditions and
strategic planning is to be undertaken. Along
forecasts, manpower needs are planned and
these lines, strategies are reduced to specific
monitored closely.
quantitative and qualitative human resource
plans. The HRD shall determine the total 3. Performance Management
manpower component to execute the planned
strategic activities. 4. Analyzing, improving and monitoring the
performance of each employee and of the
Two Important Components of the Human organization as a whole.
Resource Planning
5. Career Management
1) Requirement
6. Determining, planning and monitoring the
Forecasting human requirements career aspiration each individual in the
involves determining the number and types of organization and developing them for improved
employees needed. The level of skills has to be productivity.
determined and matched with the plan
operations. The analysis will reflect various 7. Management Development Assessing and
factors such as production plans, and changes determining the developmental needs
managers for future succession requirements.
in productivity together with the introduction of
new technology if there is any. The HRD, in
Advantages in using the Elements of HR 2. Studying the jobs in the company
Planning and writing the job description
and job specification
1. Through a systematic planning of human
resources, a company can be better assisted in
3. Forecasting of manpower needs
attaining its goals and objectives
2. It helps the company determine its a. Determination of the number and
manpower needs and provides a method of skills of people required for the
meeting them. work.
b. Forecasting manpower needs
3. It can be an effective means of planning the comes next after determining the
development and growth of the employees. work input, and is known as the
4. It can assist in placing the employees planned and logical method of
properly in jobs where they can maximize the determining both qualitatively and
use of their skills and potentials. quantitatively the employees
needed to man the work inputs to
5. It can assist the company to attract and enable the company to attain its
retain better qualified employees. goals

4. Inventory of Manpower
Five Steps to Human Resource Planning
1. Determining the workload inputs a. An analysis of the present
based on the corporate goals and manpower complement of the
objectives company to determine whether it
has enough or less or more
Once the company's objectives are known, the personnel (both qualitatively and
operating executives can determine what they quantitatively) than required.
are responsible for in the common endeavor of b. This fourth step in the planning
attaining the corporate goals. The kind and process is the inventory (audit) of
magnitude of workload determine the available current manpower.
organizational structure, the number and What happens in this step is the
quality (skills) of employees needed to man the assessment of the skills, career
organization or department under a desirable aspirations, strengths and
level of performance. weaknesses of each of the
Several factors that should be current employees and their
considered in determining work inputs: potentials for promotion. Each is
matched against the positions
a. Business Development and forecasted in step 3. When the
Assumptions current manpower is matched
b. Corporate planning against forecast of needs,
c. Economic Forecasts positions are filled either by
d. Changes in Plans and Products promotion, transfer or assignment
e. New Product Lines of qualified personnel taking into
f. Mergers and Consolidations account the most effective
method of achieving the
corporate goals.
 The net result of this operation is that Under this approach, the setting of
you either find: objectives flows from the top to bottom in the
organization so that everyone gets a chance to
a. Enough manpower
make his contribution. This approach results in
b. Excess in the number of available
the formulation of a plan wherein the objectives
manpower, but lacking the skills
of the rank and file get included in the blueprint
required
for action. The plan is then a participatory
c. The number of available manpower is
planning outputs.
insufficient, and the skills are also
inadequate to meet the needs of the 4. Replacement Approach
work inputs.
Under this approach, HRP is done to
have a body of manpower in the organization
5. Improvement Plans
that is ready to take over existing jobs on a
Determination of the appropriate steps to one-to-one basis within the organization. This
implement the HRP in order to insure that the approach calls for year-round acceptance of,
company has the right number and right quality applications for possible replacements.
of people, properly assigned to jobs for which
5. Commitment Planning
they are most useful. This includes action plans
Approach
to improve the capabilities of current personnel
thru training and development. This plan can This technique involves the supervisors
be part and parcel of the total development and personnel in every component of the
program which covers career planning, organization on the identification of manpower
management development programs, needs in terms, skills, replacements, policy,
succession programs, etc. working conditions and promotion so that
human resource in the organization may be up
Planning Techniques in HR Management
to the challenge of current and future
1. Skills Inventory operations. The units thus become conscious
of their needs and aware of the ways the
This approach involves the listing of all
human resource requirements can be met.
the skills possessed by the workforce and they
are made to relate to the requirements of the 6. Successor Planning
organization. This technique requires detailed Approach
information of the experience and training of
The approach known as successor
every individual in the organization.
planning takes into consideration the different
2. Ratio Analysis components of the old plan and increase them.
Proportionately by the desired expansion rate
This is a technique wherein the
stated by the management as to the total
personnel who are promotable to the higher
manpower needs.
positions are identified together with their
backup or understudy. There should be a ratio The cost of doing the activities is
that will ensure that promotions will not create likewise increased. Any new concern set up at
any void. To accomplish this, recruitment must a starting scale and viewed in proportion with
support the backup requirements. At the same other comparable aspects of the existing plan.
time, training must be done to develop the This approach also enables the personnel staff
backup ratio. to get by without having to ask much from
management, which in turn does not expect
3. Cascade Approach
much from the HR staff in terms of radical
change.
Common Weaknesses in Human Resource Four Basic Terms of Manpower Forecasting
Planning
1. Long Term Trend - Long term
1. Over-Planning. forecasting is usually done for a period
of five years or more depending on the
A plan is likely to fail through an inherent
company operations and customer
weakness of having covered too many aspects
demands.
of personnel management at the very early
2. Cyclical Variations - This refers to
stage of HRP in the firm or government office.
reasonable and predictable movement
2. Technique Overload. that occur over a period of one year or
more. This cyclical movement may be
The use of so many techniques sometimes due to economic conditions, political
leads to the gathering of so much information. instability, peace and order, loss in
Then the techniques do not get to be applied customer demands and societal
effectively. This makes the techniques serve as pressures. These variations typically last
a trap rather than a means for action. for 1 to 5 years.
3. Bias for the Quantitative. 3. Seasonal Variations- This is a
reasonable prediction change over a
There emphasizing are planners the in HRP period of one year. This covers firms
quantitative who sometimes aspects make of who manufactures seasonal products
personnel the mistake management of being and hire temporary workers for
drawn to the towards neglect of the qualitative temporary increase in demand, like
side. Christmas and other special occasions.
4. Isolation of the Planners. 4. Random Variations- This is one
occasion where there is no special
When top management has a low regard for pattern and it is quite difficult to predict
human resource activities and for the HR staff, or determine. The HR practitioner must
they give little encouragement to HRP be careful in this manpower forecast
activities, ignore the plan and withdrawn especially in the hiring of employees.
support for plan implementation. along this line, temporary workers are
5. Isolation from Organizational hired instead of regular workforce.
Objectives. Human Resource Forecasting Techniques
When HRP is pursued for its own sake or 1. The Zero-based Forecasting Approach-
for narrow viewpoint of concentrating on HRD, It uses the organization's current level of
the effort leads to the formulation of a plan that employment as a starting point for
does not interphase with organizational determining future staffing needs. the
development. usual references point is the
6. Lack of Line Supervisors' Inputs. organizational structure pattern based
on the company production forecast on
Any plan to develop the personnel and to market and customer demand.
improve the conditions of work must use the 2. The Bottom-Up Approach- This forecast
feedbacks from the line supervisors, since they uses the progression of upward
are the ones who are handling the personnel in methods from the lower organization
the organization. units to ultimately provide the aggregate
forecast of employment needs. the
starting point is the number of a current
employees and the progress in
 operation requirements as the company forecasting is usually accomplished by
improves its operation to meet utilizing historical data and reliable
increasing customer demand ratios. This includes indirect and direct
3. Use of predictor variables- This method labor and adjusting the same with
uses the past employment levels to productivity trends. The result of this
predict future requirements. predictor forecast is the spreadsheet of
variables are known factors that have an employees in terms of numbers, mix,
impact on employment. sales volume cost, new skills and job categories and
determines employment levels. As numbers and levels of managers
production increases, demand for needed to accomplish the organization's
manpower increases. it uses regression strategic goals. experience has shown
analysis to predict one item, which is that producing this forecast is the most
known as the independent variable challenging part in the planning process
(current employment level) through the because it requires creative and highly
other items (sales volume) that is participative approaches in dealing with
dependent variables business and technical uncertainties
4. Simulation- It is a technique for the several years in the future.
testing of alternatives on mathematical
models representing the real world 3. Employee Information- The third
situation. the purpose of this model is to element in the planning process is
permit a human resource manager to maintaining accurate information
gain considerable insights into a concerning the composition,
particular problem before making actual assignments and capabilities of the
decisions current workforce. This information
includes job classification, age, gender,
The Important Elements in Strategic Human
status, organizational level, rate of pay
Resource Planning
and functions. employee information
1. Organizational Goals- The human may also include the employees
resource planning process should be resume, with such data as skills,
tied up with the organizational strategic education, training, career interest and
goals. It must rest on a solid foundation other important personal data that could
of information about sales forecasts, be used in the movement or transfer of
market trends, technological advances, the employee
and major changes in processes and
productivity. considerable effort should 4. Human Resource Availability
be devoted to securing reliable data on Projections- The 4th element of the
business strengths and needs in terms human resource planning process is
of quantity and quality of labor as the estimating the number of current
basic input for human resource employees and those that could be
planning. available in the future. by projecting the
past data about the size, organization
2. Human Resource Forecast- The and composition of the workforce and
second element in the planning process about turnover, aging, hiring, availability
is the forecasting of human resource at a specific future data can be
needs based on business strategies, estimated. the result could paint the
production plans and the various picture of the organization's current
indicators of change in technology and human resources and how they can be
organizations’ operating methods. accepted to evolve over time in terms of
 turnover, retirement, obsolescence, Human Resource Role in Providing
promotions and other relevant Competitive Advantage
characteristics
Human resource practices are
developed to implement strategies that will
5. Analyzing and Evaluating Human
make the organization more effective and will
Resource Gaps- The fifth element in
answer the company's competitive advantage.
the human resource planning process is
HR can provide strategic competitive
comparing what is needed with what is
advantage in two ways:
available in terms of numbers, mix, skills
and technologies. the comparison 1. Emergent Strategies - consist of
permits the human resource manager to strategies that evolve from the
determine gaps and evaluate where the grassroots of the organization and can
most serious mismatches likely appear be thought of as what the organizations
actually do. Most emergent strategies
This type of analysis should help
are identified with the people in lower
management address issues
level of the management hierarchy. It is
such as:
usually the lower level rank and file
 Are there imbalances developing employees who provide ideas for new
between projected human resources markets, new products and new
needs and availability? strategies being at the front line of
 What is the effect of current productivity operations. HRM should make sure that
trends and pay rates on the workforce the information is systematically
levels and costs? arranged and should contain the data
 Do turnover problems exist in certain needed.
jobs or age levels?
 Are there problems of career blockage 2. Intended Strategies - are the results of
and obsolescence? the rational decision-making by the top
management as they develop strategic
Strategy Evaluation and control plans. It is a pattern of plans that
The final component of the strategic integrates an organization's major goals,
management process is that of strategy policies and action sequences in a
evaluation and control. It is extremely important cohesive whole. The new focus on
for the company to constantly monitor the strategic HRM role is directed primarily
effectiveness of both the strategy and on intended strategies. The task is to
implementation process. The monitoring formulate business related issues
process makes it possible for the company to relevant to strategy formulation and then
identify problem areas in either revised existing development of HR systems that can aid
structures or strategies or revise new ones. In in the implementation of the strategic
this process, we see emergent strategies plan.
appear as well as the critical nature of human Human Resource Information System
resources in competitive advantage. (HRIS)
HRIS is any organized approach to obtaining
relevant and timely information on which to
base human resource decisions. An effective
HRIS is crucial to sound human resource
decision-making. It is designed to provide
information that is - SMART.
Systematic - Information must be violations of existing company rules and
systematically arranged and contain the procedures, policies and management
needed data. programs.
Management-Oriented -The and information On Demand Reports - Management may
are essential tools for effective manpower demand some reports for analysis.
planning, retention, development, and Thismaypertain to productivity index, individual
separation of employees. performance records, and other information
that may lead to downsizing, and other
Applicable - The data and information stored
personnel actions.
in file must be applicable in making human
resource decisions. Irrelevant data must be Manpower Forecast - applies to predictive
discarded. Information must be updated from models based on specific situations. This may
time to time to be relevant to the current cover increase or decrease in manpower
manpower needs requirements. A manager requirements due to seasonal demand or,
must be able to rely on the accuracy of the increase customer orders. Human resource
information provided. managers must be able to provide timely
information and ready manpower to answer the
Result-Oriented-The results from the
need of the company operations.
information and the decisions derived thereat
must be both acceptable to management and Software Application for HRM
the employees' concern. The end results must
The advent of the different HRM software
contribute to greater company productivity and
application has made the human resource
employees' satisfaction.
managers' functions for decision-making just a
Time Bound -Relevant human resource click on the computer programs. The major
information are necessary for effective human resource functions are:
decision-making. The need for timely decisions
1. Staffing Applications - Common
are crucial to the effective management of
applications used in the area of staffing
human resources
include the following:
The absence of these characteristics a. Applicant recruiting and tracking
reduces the effectiveness of HRIS and b. DOLE reporting requirements
complicates the decision-making process. c. Developing a master employee
Conversely, a system processing data base
characteristics enhances the ease and d. Staffing applications for decision-
accuracy of the decision-making process. An making
effective HRIS also produces and forecasts 2. Human Resource Planning Applications
several important reports related to business - This involves company specific
operations. applications in determining future
employee turnover, growth rate and
Routine Reports - These are human resource
promotion patterns and other personnel
data summarized on scheduled bases, like
movements. This includes the following
current manpower status, regular employees,
applications:
contractual employees, supervisors and
a. Work-Force Profile Analysis
managerial employees on a regular payroll.
- It refers to work-force labor
Exception Reports -This information may supply and demand analysis
contain confidential data that are available only or work-force profile analysis
for managerial decision-making and needs review.
immediate attention. This may pertain to
b. Work-Force Dynamic RECRUITMENT AND SELECTION
Analysis - Number of new
Thousands of graduates are added to the
hires, transfer and
nation's work force every year. These
promotions, Number still
graduates come either from high school or
needed in the future and
college. The high school graduates are seeking
those employees who are
manual labor both in industry and in the
available to fill up job
agricultural sectors. College graduates seeking
openings in the future.
employment based on the course they have
c. Human Resource Planning
taken. Unfortunately, our country cannot
for Decision-Making - This
provide them employment for lack of jobs
application pertains to
available, both in government and in the private
information about employees
sectors. In view of this, the labor market is wide
who are about to retire, job
open to the industry and other business
classification of employees for
enterprises.
promotions and those
departments that lack basic The question, however, is-are these available
skills for the job. human resources ready to assume the limited
d. Performance Management available vacancies in the competitive world of
Applications - employee works? How prepared are the college
performance ratings, graduates to assume new challenges and the
disciplinary actions, work-rule complexities of increasing technological
violations and the daily advances? To a limited few graduates who are
productivity index could now available, they may find employment suited to
be stored in the computer their college preparations, yet a lot may be
database as bases for under-employed as they are not properly ready
management decisions. to assume higher jobs requiring greater
e. Training and Development preparations.
Applications - These are
used primarily to track down The demand for employment cannot seem to
the need for employees cope with the growing supply of manpower.
training programs, courses to The challenge now facing most companies is
attend, certified skills and how to attract and select the most desirable
educational qualifications. and qualified job applicants will likely
Career applications assess jeopardize the delivery of basic services to their
the employees' career respective clienteles.
interests, work values and The direction being pursued by organizations
career goals. determine the nature of the job and the
f. Compensation and Benefits personnel they hire. Having established their
Applications - These organizational goals, they will be able to
includes payroll, job determine the strength of their personnel and
evaluation, salary planning from there determine whether they need
and analysis of executive additional ones to fulfil their goals.
compensation planning and
management benefits.
Meeting Needs of Human Resources The recruitment from within the
company is also less expensive in terms
Recruitment is the process of attracting the
of time and resources because
best individuals to join the company on a timely
incumbent employees are already
basis in sufficient numbers and meeting the
familiar with the organizational rules,
qualification requirements, thereby
policies and regulations and the
encouraging them to apply for the jobs in the
functions related to the new position.
organization.
Promotions are best applicable
The process starts as soon as the need for
for supervisory or mid-level positions.
additional personnel is identified. It is ideally
Supervisory employees who have
the result of good human resource planning.
proven their worth in terms of loyalty and
This process will thoroughly review and
dedication to their job and performance
analyze the manpower requirements. In case
may be promoted to managerial level.
the results of the analysis reveal that the
This upward movement will create a
vacancy should be filled up, then the human
vacancy for the entry of another
resource department will announce the need
prospective employee that could be
for the manpower. To serve the best interests
sourced out from the external
of the company, the recruitment officer must
manpower.
identify the knowledge, skills and abilities that
individual applicant must possess in order to 2. The External Source -The hiring from
tackle the duties and responsibilities inthe the outside source is a management
vacant position. The reference for the option. If it thinks that no one from within
qualification requirements is in the existing job among the next rank of employees can
description. successfully perform the job or deliver
the required output, then hiring an
What are the Two Major Sources of
outsider would be inevitable. This could
Candidates to Fill the Vacant Positions?
also be resorted to when the new vacant
1. The Internal Source - These are the position requires added skills due to the
qualified candidates from the company introduction of new technology and the
and within the ranks of its present need is immediate and necessary.
employees. They have the advantage of
Another reason why management
boosting the morale of the other
may resort to hiring from outside is the
employees and encouraging them to
culture of conflict among employees
perform well. The employees look
who are vying for a new position. This
forward to the brighter future, as
practice of hiring from outside is
management recognizes the
resorted to by management to eliminate
performance of the employees within the
dissensions among internal employees
organization. Career development or
competing for promotions.
career mobility opportunities are
provided. Promotions from within
generate a chain effect since they lead
to other vacant positions that may also
be filled up from within the organization.
This upward movement will trigger a
positive effect on employees'
performance.
Different Methods of Human Resource outside their department and tend to
Recruitment take such a move personally.
c. Losing an employee to job posting may
1. Job Posting
mean having to wait for replacement
This is the process by which internal that may not be as good.
recruitment is accomplished. Every time a d. Some companies believe that it is better
position becomes available it is posted in the to bring new blood rather than recycling
company bulletin board for the information of existing ones.
all interested parties. Qualified employees are
The success of job posting depends largely on
given preference for promotion or transfer to
how well it is designed and monitored. The
another section. The information posted in the
following guidelines may help in its successful
bulletin board should specify and contain the
implementation:
job description; the department where there is
a vacancy, salary grade, work schedule and a. The employee must have been with the
work conditions. The deadline for, applications company for at least one year and must
should also be stated so that at the end of the be in the current position for at least 6
scheduled date, management may open the months.
position to outsiders. The standard time for job b. The employee must have a rating of
posting is a period of one week to two weeks. Very Satisfactory before he can apply
for the posted vacant position.
Some companies may require the interested
c. The employee can only apply for not
applicants to ask permission first from their
more than three times in one year.
immediate superiors before they are
considered as applicants for the position. In These guidelines will help prevent the
some companies the confidentially of the problem of "revolving door" employees who
process is observed until a decision is reached. may opt to apply for virtually every job posted.
It also treats the process in a serious manner
Promoting or transferring employees from
and lends credibility, thus increasing its
within offers the following advantages:
effectiveness.
a. It creates an opening for a lower easy-
2. The Word-of-Mouth System
to-fill position.
b. The morale of the employee is boosted. This method of recruitment is found to be
c. Hidden talent maybe uncovered and effective in local situations. It is one of the least
utilized. expensive recruitment systems. As soon as
d. It save's considerable time and money. people learn that there's a job opening, the
e. Employees are already familiar with the word spread around. The department head
company policy and the job itself and tells other department heads, the employee
therefore less adjustment is necessary. talks with other employees and then it spreads
out to the company's community of friends and
Some companies would not like to resort to job
families. This is very common in a locality
posting for the following reasons:
where there are few jobs available and more
a. Supervisors and managers want to applicants want to get employed.
promote someone from their department
The Chinese company would prefer an
whom they have groomed for the
applicant who is recommended by somebody
position.
who is loyal and tested and has worked with
b. Some management members may be
them for a number of years. They would prefer
upset with employees who apply for jobs
to hire an employee's relative or friends. Very
few Chinese companies will advertise for new
positions as they regard the word-of-mouth an h. For hiring of executive positions, the
effective means of recruitment specially those services of a consultancy agency may
recommended by the company employees. be employed.
On the surface, word-of-mouth appears to Agencies may also be able to provide
be an ideal recruitment source. It is certainly an advice as to the best day of the week to put an
effective tool but the following precautionary ad. Usually Sunday is a good day for all
measures should be observed: a. Regionalism positions. The Bulletin is full of different ads
may dominate over the company employees. during Sundays. Other newspapers and
Tagalogs will recommend those from the same magazines have it on Saturdays. The time of
region, the llocanos will dominate if the one at the year could also affect the applicant's
the helm is an Ilocano and so on. b. Pulling of response. Not many applicants would be
strings and the "padrino" system may prevail in available in the months of November and
the hiring of employees that discriminate December due to the 13th month pay and other
against other applicants, who may be more company incentives.
qualified.
What are blind ads?
3. Advertising Media
These are ads that do not reveal the identity of
One popular and often effective means the company, instead they give a box number
soliciting applicants is advertising it through the where the resume' or pertinent papers will be
media, like newspapers, magazines, radio or forwarded. This is usually done to avoid
television. Careful planning in terms of content, responding to a flood of phone calls or
timing and location can generate a large unwanted resume's,
response, usually resulting in hiring.
The following are the disadvantages:
The advertisement should reach the target
a. There might be a limited number of
clientele and it should be designed according
applicants for the "hard to fill positions"
to the following guidelines:
where you want interested applicants to
a. For special skills, the ad must clearly immediately get in touch with you.
stipulate the skills required. b. Blind ads discourage some applicants to
b. In scouting for talent, the wording of the apply, as it may be the same company
ad should be specific. they are working with.
c. For applicants who want to know all c. Some applicants may have applied for
about specifics, the ad must contain the the same position not too long ago and it
duties and responsibilities of the is a waste of time.
position.
When scanning personal files for existing
d. Include the details where the applicant
applicants compare carefully the background
should send the resume' or biodata or
and skills with the requirements of the available
where to apply personally if required.
position needed to fill up. Also review the notes
e. Be direct and straight forward in wording
of the previous interview and if possible talk to
the ad.
him in person. There are those applicants who
f. Avoid cute and unprofessional phrases
may not be able to pass the initial interview due
as it may reflect on the image of the
to various reasons or they may be qualified but
organization.
there were not many positions available at the
g. Hire an advertising agency if you are not
time of filing the application.
sure of what to put in the ad.
 4. Walk ins and Unsolicited Applicants and the Technological University of the
Philippines for the technical and Engineering
These unsolicited applicants could be a
courses. Both are government universities that
possible source of outstanding employees.
produce scholars from poor and average
They are not, however, treated very seriously
families. There are still a lot of other schools
by the human resource department or the
scattered all over the country that produce
company receptionist. Most often, the
quality graduates and are a good source of
application letters or resumes are put in the
potential employees.
waste basket or at times put in file without even
looking at the potential qualifications of the The records of the graduating students are
applicants. available at the registrar's office and they are
just too willing to provide the information for
The following guidelines may be put into
companies who need their graduates. Some
advantages for Walk in or Call in applicants:
universities have placement offices and will be
a. Applications should be categorized into most willing to coordinate with Human
different skills or qualifications. Resource Practitioners in getting highly
b. A day of the week must be scheduled qualified applicants.
for the interview of the applicants. Those
Campus recruitment requires careful
who pass should be put in the active file
planning and preparation. As there are many
for three months for future reference.
universities that produce good students, proper
The applicants should be notified that
scheduling must be made and matched with
their applications are for possible
manpower projections based on present and
consideration and that they may be
future needs. Student potentials must be
called within the specified period. After
properly evaluated together with their academic
such period, the applications could be
standing along these line students who are
discarded.
leaders in campus activities are potential
c. Unsolicited applications can also be
leaders in industry if given the proper break,
reviewed with the list of openings in
orientation and training. They may start as
mind. Possible job matching can be
cadets and given training to assume future
pursued, either by telephone or by mail.
supervisory positions.
This system could work effectively if the
company has embarked on manpower 6. Job Fair and Open House
planning.
The job fair and open house are popularly
increasing as recruitment sources. The
5. Campus or University Recruitment
organizational representatives of the company
Colleges are undisputable sources of talent gather and interview several applicants over a
for an organization to tap. Recent graduates period of one to two days in some specified
are considered highly desirable for companies fields. An advertisement announcing the
to select, groom and develop recruits from top location of the job fair is posted at least one
schools in the country. The most suitable week ahead of schedule to attract more
candidates are from the University of the applicants. Some local government units
Philippines, Ateneo University and De la Salle. coordinate with the job fair for their interested
Mapua University produces good engineers. constituents. Some jobs fair is conducted
There are little elite schools that produce good during weekends at town centers or any
potentials for future executives an experienced convenient place in the town or city.
person in the field of recruitment considers
Brief interviews are conducted during the
other schools like Polytechnic University of the
job fair. Applicants submit resumes and bio-
Philippines for computer and business courses
data for immediate reference. Those who are d. The name of the company must be
found to be qualified are called for further repeated including the telephone
interview at the company's office where further number so that the audience can
tests and qualification checks are conducted. remember where to contact the
The participating company may choose to company.
exchange information about the candidates
depending on their needs. 9. The Internet
7. Government Agencies The internet could become another source
of employment opportunities. Company profiles
Some local government units have their
and job placement could eventually come into
placement offices look for possible
the internet. While this method is not frequently
employments for their constituents. The Dole
resorted to at the moment, it will come easy
has also an agency that compiles applications
and handedly in the future.
for referral to the different companies. They
screen and refer many applicants usually for The following advantages are:
manual or unskilled positions. Some are new
a. Application letters or resumes could
college graduates or protégés of politicians
immediately be sent to the company.
who may not be qualified for the job. Some
b. Immediate answers could be available
referrals are accommodated at times for
through e-mail.
political patronage.
c. Other necessary information could be
These types of referrals are sometimes available from the applicants.
difficult to handle due to political pressures. d. Immediate needs of the company on
The human resource manager must screen the manpower requirements could be
applicant properly to give consideration if found answered in a short time.
to possess added qualities other than political e. They are less costly and get immediate
connections. Rejections sometimes may create response.
friction with the powers that be. In case the
Selection - can be defined as the process of
applicants fail to meet the standard
determining from among the applicant. who
requirements, the recommending official must
can meet the job requirements and can be
be given a very strong justifiable reason why
offered the vacant position in the organization.
the applicant was not accepted.
It is the deciding point, which determines who
8. Radio and Television among the applicants? has the personal
qualities that match the requirements for the
Radio and television are now used as mediums
position.
for manpower recruitment. Since the coverage
of the advertisement is of great magnitude, The different department of the organization
more qualified applicants can be reached and make personal requisitions to the HRD on their
could even tempt other applicants who are not manpower requirement through a Personnel
actually looking for jobs. While they have the Requirement Form (PRF) duly approved by the
advantage for job recruitment the following are management concerned. This PRF specifies
some points to consider: the following:
a. It is very costly, as the message has to 1. The positions and the number required.
be repeated to get the target audience. 2. The job specifications - What is required
b. The message must be convincing and to do the job. This tool consolidates the
should be done by a professional. necessary employee qualifications
c. The message on radio and television identified in the job analysis schedule
should be sincere and pleasing. and lists them in terms of knowledge,
 abilities, skills, or licenses. The reliable information. If possible, try to verify
employee selection requirements may evidence of specific skills, knowledge and
emphasize skills and knowledge not abilities at more than one point in the selection
easily learned on the job. It is often wise process.
to select candidates who already have
Stage 4 - Make communication decisions
these skills rather than a hope candidate
whether to select or reject. Following a
will be able to learn them after hiring.
thorough selection process enables you to
3. The personal qualities needed for a
base a decision on substantial data rather than
worker to do the job successfully. A
on intuition alone. It is worth starting over with
frequent sentiment among employers is
the recruitment process if you are not satisfied
that a good attitude and a lack of bad
with any of the applicants. Offering the job to
habits are the most important
someone "because we've come this far" could
ingredients in the personal makeup of
mean hiring the wrong person for the job.
personnel. It is indisputable that a good
Unfortunately, too often candidates who are not
attitude is essential, but attitude alone
selected for a position ever hears from the
does not make up for poor skills any
employer. Others may find out a position was
more than good skills make up for a
filled when they see the new employee. In
poor attitude.
addition to common courtesy, a reason for
The HRD determines the selection promptly notifying all applicants is hat firm
procedure on how to get the most qualified employers may want to stay in touch with top
applicants. Managers and top executives must contenders to fill future openings. Do not
approve these standard operating procedures. commit yourself to calling all candidates and
The following stages may be implemented: letting them know if they got the job or not.
When you telephone the candidates, this will
Stage 1 - Establishing selection procedure.
raise their hopes only to be let down a moment
Successful employee selection is dependent
later. Sending thoughtful rejection letters to
on a clear understanding of a job's
those who were not selected could be done.
components.
Who Makes the Selection Decisions?
Stage 2 - Identify and choose selection criteria,
predictors and instruments to be used. The HRD is a staff department and has a
Weighing job duties can help the employer functional authority to assist line managers in
assess the qualifications of competing all related personnel functions. The final
candidates. Each skill, knowledge area and decision to hire usually left up to operating
ability is rated according to its importance to department executives. The final user of the
the job. A skill may be given less importance, human resources makes decision on who is to
for instance, if it can easily be acquired or is be hired among the applicants screened by the
seldom used. HRD according to the PRE submitted by the
department. It is the functional authority of the
Stage 3-Gather and evaluate information about
HRD to screen the applicants and to submit the
applicants. Applicant skills can be evaluated
names of those who passed the initial
through applications, interviews, tests,
screening to the operating department for its
reference checks, letters of recommendation
final decision on whom to select and finally hire
and physicals. Some selection tools are more
for the job.
effective than others, but a combination of tools
is usually best. Factors reflecting worker
motivation such as punctuality and attendance
may be elicited within the interview, but
contacting previous employers may give more
Selection and Job Matching influenced by nice-looking applications that
may have been typed or completed by
Selection tries to match the personal
someone other than the candidate.
qualities of the applicants with the job
Professional resume services can make
requirements. This matching procedure begins
candidates appear quite attractive on paper.
with and is based upon an evaluation of the
The caution here, then is that there is little
applicant's strengths and weaknesses. The
relationship between an applicant on paper and
results of this evaluation are then measured
on the job.
against the job standards of the position.
The HRM manager must be able to
In the selection process we cannot
devise the most valid instrument in determining
separate the person from his personal
the job selection process. He must be able to
characteristics. The applicant has positive and
identify which are the best predictors of
negative factors and the process of
success for specific jobs. The manager must
determining these factors requires a thorough
establish these as qualities sought among
analysis of the individual's qualifications.
prospective employees and design a selection
Tests and interviews commonly focus on procedure that will find out to what extent a
the applicant's social abilities as well as his given applicant possesses them.
task abilities. Selection procedures seek to
1. Preliminary Screening
measure the ability of the applicant over the
existing organizational structure. The The first step in the assessment of an
assumption is that ability determines applicant for the job is the initial interview or
performance. While this assumption may be preliminary screening. This step deals with
true, it cannot assure that the results is one obvious factors such as voice, physical
hundred percent accurate as motivation plays appearance, personal grooming, educational
great factors in productivity. background, professional training and
experience that need to be assessed.
The Selection Process
The following personal traits and qualities are
The employer can think of the election
the important things to consider in the
process as a series of hurdles that applicants
preliminary screening process:
must clear in order to obtain the job. Each
hurdle eliminates some applicants from a. Aptitude and interest indicate our natural
contention. The sequence of these hurdles abilities, capacity for learning, and
needs to be designed with care. Generally, the desires to do certain jobs.
most expensive and time-consuming selection b. Attitudes and needs indicate an
tools are used later in the selection process. applicant's frame of mind, emotional
and. mental maturity, sense of
If there are only few applicants,
responsibility and authority, and future
progressive hurdles are unnecessary. When
motivation.
selection tools are not used as hurdles, their
c. Analytical and manipulative abilities
sequence is less important. If all applicants will
indicate our thinking process,
be interviewed and all take a practical test (or
intelligence level and ability to use
job sample), it does not matter much which of
knowledge effectively in any assigned
the steps comes first.
task.
Often employers use bio-data d. Skills and technical abilities indicate
(information from applications and resumes) as ability to perform specific operations and
the first step in eliminating applicants. technical aspects of the job. This results
Furthermore, employers should not be overly from education, training and experience
 and tends to predict what one can do if files or some information that may be required
properly placed, oriented, developed during the in-depth interview. Application forms
and motivated. vary from company to company. Employment
e. Health, energy and stamina indicate details are important during the interview
physical ability to perform the assigned process.
task satisfactorily especially those
By careful screening the employee's
involving manual and managerial duties.
information about education, the school where
f. The person's value system provides a
courses were attended, employment data,
clue to motivation, goals, objectives and
years of experience in a particular job, salary
work values and perseverance.
received and membership in organizations may
Applicants who pass the preliminary be found closely related success on the job.
interview are asked to fill out an application
Graphology - some companies would require
form provided by the company. The interviewer
the applicant to write in not less than 200
usually asks the applicant to answer specific
words his work or life experiences. This would
questions and looks for significant reactions
reveal some personality analysis of the
and expressions. The interview is usually
person's characteristics. Graphology is the art
directed toward discussions of points that the
and science in the analysis of the individual's
interviewer considers important.
traits through his handwriting. It can reveal the
These are some styles of interview: level of intelligence, emotional stability
imagination and ability to work with others as
a. Structured interview follows a set a
well as discover talents and capacities.
procedures and the interviewer sets the
leads. Directive interview is usually 3. Testing and Evaluation of Results
structured. Structured interviews are
Testing in the parlance of HRM, is
usually more effective in promoting
commonly associated with the prediction and
equal opportunities for all applicants.
selection of subsequent performance on the
b. Unstructured interview is where the
job. Tests are still the commonly used
applicant takes the lead. The
instruments for determining the qualifications
unstructured interview provides no
and talents of the application for a particular
specific reference and the applicant is
job. It is the most objective of all selection
given a free hand in talking about
instruments in the selection process.
himself and the interviewer makes an
assessment. Tests can be classified on the bases of
c. Panel or round-table interview is personal characteristics sought from the
usually done for managerial and applicant. They are the following:
supervisory employees. The applicant
meets a panel of interviewers and seeks a. Intelligence Test - it is widely used to
to facilitate the polling of judgments with measure mental ability or general
prominent members of the working learning ability. There is no good
organization. definition of intelligence but it is
commonly associated with one's
2. The Application Form personal capacity for learning and doing
things that he learns. The outstanding
The applicant is required to fill out the feature of this type of test is its ability to
company's official application form after predict the general capacity for learning
passing the preliminary interview. The or problem-solving. Intelligence tests
company's application forms contain more that are designed by the psychological
information that the company may need in MIS Society of the Philippines are adaptable
 to the local conditions. They are now c. Interest Test -It is derived from
available, for use by practitioners of hereditary and environmental factors. It
HRM. tries to predict the success in the job if
thee person's interest and the job are
Examples: Culture Fair Intelligence Test
properly matched. For example, if the
Raven's Progressive Matrices Test
person is interested in operating
mechanical instruments he should be
Tabular Description: placed in a situation where there are
Test Age Variable Item Time
mechanical operations. If his interest is
Raven’s 6 and Intelligence Set A-12 no time in art, the nature of the job must be
Progressive above Set B-12 limit but related to art works.
Matrices Set C-12 can be
Test Set D-12 finished Examples: Thrustone Interest Schedule
Set E-12 within Occupational Aptitude Survey and Interest
Proponent: Total-60 60
(OASIS) - Interest
John C. minutes
Raven
Tabular Description:
b. Aptitude Test - It measures the Test Age Variable Item Time
person's capacity to learn a given job, Thrustone Adults Physical 100 pairs 10
provided there is adequate training. This Interest Sciences of mins.
Schedule Behavioral occupation
type of test is usually administered for Sciences
mechanical and clerical positions. Proponent: Computation
Thurstone Business
Examples: Differential Aptitudes Test Executive
Occupational Aptitude Survey and Interest Persuasive
(OASIS) - Aptitude Linguistic
Humanistic
Artistic
Tabular Description: Musical

Test Age Variable Item Time

Differential 13 Verbal 60 30 d. Personality Test - It is considered as
Aptitude and Reasoning 40 mins. an important instrument to test the
Test above Numerical 30
Ability 50
personality of the applicant especially for
Proponent: Abstract 25 supervisory and managerial positions,
George Reasoning 100 as they have to relate with their co-
Benett Clerical 3 worker's in the industry. Practitioners of
Speed and 100
Accuracy 3 HRM believe that selected personality
Clerical 68 characteristics may be even more
Speed and 60 30 important than job knowledge or skill, as
Accuracy 2 25
Mechanical 100
emotional maturity influences the ability
Reasoning 10 to withstand stress and strain to be
Spatial 60 objective and gain the respect and
Reasoning Total- 25 cooperation of others in the
Language 638 Total-
Usage 181 organization.
(Spelling) mins.
Language Examples: 16Personality Factor
Usage Questionnaires (16PF)
(Grammar) Comrey Personality Scale (CPS)
Edwards Personal Preference Schedule
Minnesota Multiphasic Personality inventory
 California Test of Personality Example: Flanagan Industrial Test
The Hand Test
House Tree Person Tabular Description
Sentence Completion Test Age Variable Ite Tim
m e
Tabular Description Flanaga Adult Arithmetic 5min
n s Assembly s
Test Age Variable Item Time Industrial Components 5
Comrey 16 Trust vs. 20 No test Coordination 5
Personality years Defensiveness 20 time
Scales old Orderliness vs. 20 limit
Electronics 5
(CPS) and Lack of 20 Propone Expression 15
above Compulsion 20 nt: Dr. Ingenuity 5
Proponent: Social 20 John Judgment 5
Andrew L. Conformity vs. 20 Flanaga and 15
Comrey Rebelliousness 20
Activity vs. Total-
n Comprehensi 15
Lack of Energy 180 on 15
Emotional Mathematics 5
Stability vs. and 5
Neuroticism Reasoning 15
Extraversion
vs. Introversion
Mechanics 5
Empathy vs. Memory 5
Egocentrism Patterns 5
Masculinity vs. Planning 15
Feminity Precision
Scales
Tables
e. Achievement or Proficiency Test - It Vocabulary
tries to measure the applicant's
knowledge of a given job. It tries to Tests that measure specific skills,
eliminate "trade bluffers" who profess to knowledge and abilities are the most useful
know a particular type of work. Trade selection tests. Intelligence and personality
bluffers are people who claim tests on the other hand, are normally of limited
knowledge of a particular type of work or utility. Intelligence tests may indicate a
experience that they do not actually person's potential practical to analyze and
possess. Work sampling is commonly digest information quickly but may do little to
used to determine the individual ability show a person's skills. Neither will an
to perform certain to type of work. A intelligence test predict an applicant's
trade Test is a part of this type of motivation, confidence, or need for
measuring the ability to perform a achievement.
certain type of task.
Personality and honesty are important
but tests provide little help in evaluating these
characteristics in a selection setting. Applicants
can easily fake answer and these tests are
often offensive, prying into people's personal
lives in areas that are not job related.
Interaction with applicants especially
during the interview, can be a more useful
means evaluating attitudes and personality.
Honesty tests may be prohibited by law in hardship that the applicant experienced while
some instances and it is doubtful that they are working and at the same time studying.
very helpful. This trait may be measured in part Experiences along this line are contributory
by checking references. factors to the perseverance and consistency of
the applicant to go through college to get a
What are the requirements for effective
better job and better employment. This would
testing?
not surface in the preliminary interview or in
A test can be made more productive and any test conducted to assess the applicant's
rewarding if it conforms to the following: qualifications.

a. It should be properly tested and There are three important characteristics

validated. that the interviewer must possess.
b. It should be used with proper discretion
1. Knowledge - Better understanding
and used along with other instruments.
of the psychology of the person is an
c. Use a battery of tests to determine the
important factor in the interview. The
person's real worth.
interviewer must know the behavior
d. Set the critical cut - off score in advance.
of the person and must be able to
e. Do not use raw scores: Interpret them.
determine and decipher the answers
to questions as he may take down
4. In-Depth Interview
important details during the interview
The in-depth interview is the most important process. He must be able to relate
part of the selection process. After passing all the qualities and qualifications of the
tests required, the applicant is now ready to individual according to the needs and
formally enter into the selection process. All the culture of the organization.
relevant information about the applicant is 2. Empathy - The interviewer must be
brought into focus at this point as the final able to discover the inner behavior of
decision to hire the individual is made during the individual by understanding his
this interview. own personality and relate this with
thefeelings of the applicant. The
The factors of aptitude, proficiency and interviewer must be able to
personality as measured by the energy, drives, understand, anticipate and infer what
social adaptability, emotional control and the interviewee is feeling and draw
conscience are related to the employee's out a more accurate reflection of the
productivity. These subjects should be person's characteristics. It is
thoroughly. discussed during the interview. establishing rapport and opening the
Relatively important is the interviewer must be communication channel that
able to attempt to evaluate the person's ability develops better understanding. This
to utilize available resources in solving requires tact and experience.
problems and to search for the right attitude, 3. Communications Skills - The
knowledge and skills needed for successful interviewer must have facility of
performance on the job. communication. This refers to the
Experience is valuable in interviewing use of language, gestures and voice
techniques. Increased training of interviewer is inflection. Words must be carefully
a promising method for improvement as it is chosen to put the individual at ease
crucial factor in the interview process. Some during the interview and draw from
types of significant information may surface him in the inner self that is necessary
during the. interview that may not be available to fully assess the individual's fitness
from other sources. An example of this is the to the job. The questions must be
 clearly stated and the interviewer Sometimes the form is delivered
must be a good listener in order to personally for more confidential
evaluate the desired personal information especially for some critical
characteristics of the individual. positions where confidentiality is very
strictly necessary.
5. Evaluating References
Here are some policy guidelines in
References are important in finally reference checking:
assessing the applicant's worth for the position.
1. The reference should be used to
References to be credible must be checked
develop the integrity of the whole
with utmost confidentiality if one would like to
selection process.
get a true picture of the individual who would
2. For very important confidential
like to join the organization.
positions, reference should be
Generally, there are three kinds of conducted on a face-to-face basis
references: since the applicant may be reluctant
to divulge significant information.
1) Academic Reference - This may be
3. If face-to-face information is
requested from applicants who are new
impractical, telephone inquiries
graduates. This may be addressed "to
should be used rather than mailed
whom it may concern" which tells about
requests for information.
the individual's academic performance
4. In any kind of follow-up, inquiries
together with his transcript of records.
should be in structured form to relate
Details may include co-curricular
information to job and career
activities and the student's performance
requirement.
in college.
5. Inquiries should discover the "why"
2) Character Reference - This reference
behind whatever impressions are
may come from some persons in the
disclosed. Those who supply
community that are familiar with the
information may have their own
individual in their place of residence.
biases and peculiar standards
This may reveal records on the applicant
about his relations with the people in the
community. A barangay clearance is
6. Physical Examination
usually required from the applicant so
that the organization will know that he This may be the last hurdle in the selection
had no adverse records in the process. The applicants undergo physical
community. While this may be of little examination at the company clinic or an
significance to his employment, as most authorized hospital to determine the physical
would like to please the person fitness of the applicant for the job. The
concerned, the reference check could applicant must pass the physical test as he is
also work to the company's advantage. certified as being in good health.
3) Work or Experience Reference -To get
the most valid information about the Medical Examinations are important for the
following reasons:
applicant, the work reference check
must be mailed to the previous employer a. To screen out those physically incapable
stating the confidentiality of the of doing the job.
information. It must be in the form of a b. To prevent employment of those with
checklist for the convenience of the high incidence of absenteeism due to
person giving the information. illness or accidents.
 c. To prevent hiring of people with 3. Contractual Employee- The employee
communicable diseases or who are is hired for a fixed period or specific
influenced by drugs. project of their company, completion of
d. Ward off unwanted claims with worker's which is specifically explained to the
compensation laws, SSS, medical care employee concerned. Direct hiring of
and suits for damages. contractual employees should not be
7. Placements more than six months or else they may
be converted to regular employees.
The applicant who is cleared in all
Hiring of contractual is usually done
requirements is finally offered the job. Final
through and employment agency to
acceptance for production workers is usually
avoid regular employment.
dependent on the approval of the immediate
4. Casual or Seasonal Employee- An
manager or supervisor of the department
employee is hired for a particular work
where the applicant will be assigned. In
or service that is seasonal in nature.
practice the approval is usually arranged early
Employment is temporary according to
in the selection process. Practice in placement
the volume of work.
has been generally more formal and usually
5. Apprenticeships- is the development of
covered by company policies and procedures
the required skills for a particular type of
in the hiring of the employees.
work. It is a learner’s job to familiarize
The applicant is now formally introduced in himself with the required skills. This may
the group and undergoes an intensive be regular of probationary employees
orientation and induction program. Some after passing the trade skills test during
companies assign the buddy system to the apprenticeship period. Some may
formalize the new employee with the workings come from on-the-job training required
of the department. He is given company of students to graduate with certain
manuals, rules and regulations and company degree.
brochures, and other company magazines to
The Beginning of Training
familiarize him with the work environment.
The beginning of training can be traced to the
Types of Employees
stone age when people started transferring
1. Probationary - An employee is hired for knowledge through signs and deeds to others.
regular position based on an Vocational training started during Industrial
organizational staffing pattern. A Revolution when apprentices were provided
probationary employee can be direct instructions in the operation of machines.
terminated if he does not pass required Training and development are increasingly
reasonable standards in the recognized now as the most important
performance of the job or there exists a organizational activity. Rapid technological
just cause for his termination. The changes require newer skills and knowledge in
probationary period is for six months many areas. Training has to be continuously
and after that period he is deemed a offered to keep employees updated and
permanent or regular employee. effective.
2. Regular or Permanent Employee- An
Some believe that training has unnecessarily
employee who passed the probationary
been given undue importance and that the
period and is performing a regular
experience on-the-job is good enough to
activity in the business of the company,
develop the necessary skills and efficiency to
covered in the regular company staffing
perform the job. Training cannot entirely
system.
substitute for experience but it has certain 1. Company policies, rules and regulations
definite advantages over it. - These cover reporting for work time in,
time out policies related to employee
1. Training, unlike experience can shorten
discipline and behavior while at work
the time required to reach maximum
and other important company
efficiency.
regulations.
2. Cost of training is much less than the
2. Corporate Mission and Vision, company
cost of gaining experience, particularly if
officers and corporate goals and
one is dealing with expensive
objectives, its product and services and
equipment.
other important clienteles.
3. The results of experience can
3. Explain company pay system, benefits
sometimes be accidental particularly
and other services available to
when experience depends solely on trial
employees and their families.
and error.
4. Provide overview of job setting and work
4. The element of predictability is far less
rules.
when compared to the outcome of a
5. Introduce the employee to co-workers
wel-conceived and conducted training
and the company working environment.
program.
6. Safety rules and health programs.
Training
The purpose of orientation of new
Training is the process where people acquire employees - The overall goal of orientation is to
capabilities to aid in the achievement of help new employees learn about the
organizational goals. It is a planned effort of the organization as soon as possible so that they
company to facilitate learning on the job-related can begin contributing to the company's goals
competencies. These competencies include and objectives. From the perspective of the
knowledge, skills or behavior that are critical for employers and the employees, the orientation
successful job performance. The goal of process has the following purposes;
training is for employees to master the
1. Productivity enhancement - Both the
knowledge, skills and behaviors emphasized in
employer and employee want to start
training programs and to apply them in day-to-
right and become productive as soon as
day activities.
possible.
Orientation: Training of new employees 2. Turnover reduction - Employees with
effective orientation programs tend to
Orientation is the planned introduction stay longer with the company. Fast
of new employees to their jobs, co-workers and employee's turnover rate affects
the organization. The employees need to know productivity and efficiency.
the company policies, rules and regulations 3. Organization effectiveness - Well-
and the company direction in order to adapt to oriented employees can immediately
the new working environment. The systematic contribute to the goals and objectives of
approach to orientation requires attention to the organization.
attitudes, behaviors and information that new 4. Favorable employee impression - A
employees need. good orientation program creates a
Orientation to be meaningful, requires favorable impression of the organization
cooperation among individuals in the HR unit and its work.
and other managers and supervisors. The HRD
has to design the orientation program and
incorporate the following topics:
 5. Enhancement interpersonal human resource planning is the identification of
acceptance - It tries to ease the the knowledge, skills, abilities that will be
employee's entry in the work group. needed by the employees in the future as both
Employees often of concerned about jobs and the organization change. Both internal
meeting new people in the work force. and external forces that will influence training
must be considered when doing organizational
A Systematic Approach to Training
analysis. The problem posed by the technical
Training is moving its focus to teaching obsolescence of current employees and an
employees specific skills to a broader focus of insufficiently educated labor pool from which to
creating knowledge. Training is used to gain a draw new workers should be confronted before
competitive advantage and viewed broadly as those training needs become critical.
to create an intellectual capital. The
A. Organizational Analysis - the specific
development of intellectual capital includes the
source of information and operational
following:
measures or an organization level needs
1. Basic skills - Skills needed to perform analysis, which include the following:
one's job effectively. o Grievances
2. Advanced skills - The use of technology o Accident record
to share with other employees. o Observations
3. Understanding of the Customer Needs - o Exit interview
The global market is quality competitive. o Customer's complaints
o Equipment utilization and
One of the key characteristics of training breakdown
system that contribute to competitiveness is o Material wastage, scraps, and
that they are designed according to the quality control data
instructional design process. It refers to the o Training committee, observation
systematic approach for the development of and need assessment data
training programs. B. Task Analysis - the job description and
The success of any training program the job specifications provide
can be gauged by the amount of learning that information on the performance
occurred and is transferred to the job. Training expected and the skills necessary for
and learning will take place through the employees to accomplish the required
informal work groups whether an organization work. Changes in the work environment
has a coordinated effort or not, because due to the introduction of new
employees learn from other employees. While technology or machinery require
this may be true to a certain extent, a well- changes in the task requirements of the
designed training program can give better position.
results because what may be learned may not C. Individual Analysis - The use of
be the best for the organization. performance appraisal data in making
this individual analysis is the most
The following steps are integral instructional common approach. A performance
processes: review reveals the employee's
1. Assessment Phase inadequacy to perform certain types of
task and this will reveal what necessary
Training is designed to help the training is needed to correct the
organization accomplish its objective. Planners weaknesses. An employee's potential
determine the need for training and specify the may mean further training to assume a
training objectives and the training efforts. An higher position in the future.
important part of the company's strategic
 3. The Learning Environment
2. Employees Readiness for Training
Learning involves a permanent change in
The employees must set a positive tone for behavior. For employees to acquire knowledge
training. That attitude toward training must be and skills in the training program and apply the
cultivated and made an integral requirement information in their job, the training program
before the employee sets foot in the training needs to include specific learning principles.
room. A positive attitude is the desire of the
a. Employees need to know why they
trainee to learn the content of the training
should learn - They must understand
program. Motivation is related to knowledge
why they have to attend the training
gain, behavior change or skill acquisition in the
program. The objective and purpose
training. It is the role of the manager and the
must be made clear to the employees.
supervisor to assure that the employee has the
b. Employees need to use their own
highest degree of learning before he is sent to
experiences as bases for learning -
the program.
Training could be meaningful if it is
The following factors influence the motivation linked to their current job experiences
to learn: and tasks. The lessons should be
presented on the level of employees'
a. Self-efficacy- It is the employee's belief
understanding.
that he can successfully learn the
c. Employees need to have the
content of the training. The employee
opportunity to practice -The
must understand that the training is for
opportunity to practice the learning
his advantage and learning gain could
should be provided in the program.
be an asset for the future advancement.
Practice makes perfect as the saying
b. Understanding the Benefits or
goes.
Consequences of Training - The
d. Employees need feedback - The
employee must understand that the
employees need to know how they are
training is related to his job, personal
meeting the training objectives.
and career benefits as it may include
Feedback should focus on specific
process or procedures to make his work
behavior and should be immediately
easier and is needed due to change in
communicated to the employee.
work technology.
e. Employees learn by observing and
c. Awareness of Training Needs, Career
interacting with others - Community of
Interest and Goals - The employee
practice refers to a group of employees
must be given the choice of what
who work together to learn from each
training program he would like to attend.
other and develop a common
This should be related to his needs,
understanding on how to get the work
career interest and personal goals in the
done.
organization as discussed with his
f. Employees need training programs to
immediate superior.
be properly coordinated and
d. Basic Skills - This refers to the degree
arranged. Coordination is the most
of the employee's desire to learn the
important aspect of training
cognitive ability, reading and writing
administration. It means coordinating
skills and other technology changes
activities before, during and after the
necessary in the work environment.
program.
Analyzing Training Needs cooperation of line supervisors in determining
needs and priorities will be necessary.
The immediate and specific needs of a
company are determining factors in the 4. Transfer of Training
selection of the training courses and materials.
Transfer of training is the practical application
Standard as to the amount of training that
of what was learned in the program. Immediate
should be provided for each type of job may
supervisors and peers support opportunity to
not be readily established, as many other
practice what was learned the technology in
factors must be considered such as the liability
the work area and self-management skills
and experience of the learner and the
influence the climate of transfer. The
complexity of the things to be learned. The
environment is the laboratory for the transfer of
personnel manager, with the cooperation of the
learning.
line supervisors is in the best position to
establish what and how much training is 5. Selecting the Training Methods
needed.
A number of different methods can be used to
The need for training is usually indicated in the help employees acquire new knowledge, skills
following instances: and behavior. Technology has a major impact
on the delivery of training programs. New
1. When required skill is not possessed by
technology allows trainees to see, feel and
anyone in the work force;
hear how equipment and other persons
2. When an employee's performance is
respond to their behavior. The multimedia has
below standard, but he has the potential
greatly changes the training landscape and
to improve the productivity;
training now could be less costly.
3. When morale or production is low;
4. When there is a fast turnover of the a. Presentation Method – is the passive
personnel; receipt of information that includes the
5. When the rate of absenteeism or traditional instructions, distance learning
accident is high; and audiovisual techniques. These are
6. When restiveness or dissatisfaction ideal for presenting new facts,
mounts; information, different philosophies and
7. When supervision is lax; alternative solutions or processes.
8. When new technology is introduced. b. Hands-on Training - This refers to the
training method that require on-the-job
Training needs may be ascertained by
training, simulation, business games,
considering the following questions:
case studies, behavior modeling,
1. Is there a problem to be solved? interactive videos and web-based
2. Where does it exist (which department)? training.
3. Who needs the training? c. Group Building Method - It helps
4. What is the nature of the training? trainees share ideas and experiences,
(remedial or improvement required by build group or team identity, understand
the situation) the dynamics of interpersonal
relationship and get to know their own
The subject matter is best determined by a
strengths and weaknesses and those of
survey of company needs with the help of a
their co-workers. Various training
questionnaire and job analysis and by
techniques are available to improve
examining various records pertaining to, cost,
work-group or team performance to
labor turnover, absenteeism and other relevant
establish new teams and to improve
factors in the particular organization. The
interactions among different teams. All
 involve examinations of feelings, performance as a gauge to
perceptions and beliefs about the effectiveness of training.
function of the team. This develops c. Results -Employer evaluate results by
discussions and development of plans to measuring effects of training on the
apply what was learned that will improve achievement of organizational
team performance on the job. objectives. Because results such as
productivity, turnover, quality, time,
6. Evaluating the Training Program sales volume, and cost are relatively
concrete, comparing records before and
Evaluation of training compares the post-
after the training can do the evaluation.
training results to the objectives expected by
the management, trainers and the trainees. Criteria for Evaluation of Training
Training is often done without any thought of
Training effectiveness should be
measuring, evaluating and seeing how well it
assessed on the basis of solid grounds.
works after. Training is both time-consuming
Sometimes trainers and managers rely on
and costly and therefore evaluation must be
superficial employee reactions. If trainees
done. Training assessment will measure the
applaud the resource person, the lecture or
benefits derived from the activity. What the
demonstration, it is a success. If they are
employees learn is directly related to what they
happy to have taken the course that is enough.
earn; hence, evaluation of training is put into
If notices that on the first day back on the job
practice.
they seem to be using the skills learned, one
may conclude that the training money was well
spent. Those conclusions are entirely wrong.
One way to evaluate training is to examine the
One should look at long-term performance, not
cost associated with the training and the
immediate superficial results.
benefits received through cost-benefit analysis.
The best way is to measure the value of the Training programs are usually evaluated
output before and after the training. Any on the basis of their intended objectives.
increase represents the benefits resulting from Five steps to a meaningful evaluation:
training.
1. Determine what to Measure. Decide
a. Learning - It represent the level of how before you begin training what you want
well the trainees have learned facts, to change. The number of customer
ideas, concepts, theories and attitudes. complaints? The rate of scrap? The
Tests on training materials are. number of employee grievances? The
commonly used for evaluating learning number of quality defects?
and can be given before and after 2. Establish the Base line. Make sure you
training to compare results. know the level of performance before
b. Behavior - There must be a change in training begins. This allows you to make
the work attitude and behavior of the a legitimate comparison to determine
trainee after the training. Observable training effects.
behavior must be measured in terms of 3. Isolate Variables. One variable is the
work improvement, increased work Hawthorne Effect, named after a
output, and work effectiveness. The General Electric plant that was studied
trainee must be able to display a better in landmark performance experiment
look at the work environment and several years ago. The effect:
increased productivity must be Employees improved their performance
observed. Management should observe simply because of the attention of the
 research study - not because of any potentials as preparation for formal induction to
changes in their working condition. the development program.
4. Measure Attitudes. This goes back to
The following processes are used in the
the problem of measuring initial
assessment:
reactions, but it is valuable in the overall
evaluation. Did the trainees like the 1. Assessment Centers - Employees are
training? Did they think it was valuable? sent to assessment centers to take
Often, they can provide valuable examination covering personality tests,
feedback and suggestions in improving communication skills, personal inventory
training techniques. assessments, benchmarking and other
5. Measure Performance. Go back to examinations. The center is manned by
your base line and see what the results a group of teams that assesses the
of the training are in terms of the criteria individual potential for leadership and
you have established. Track other capabilities or qualities that may
performance over a long period of time be used by the organization in its future
so you can be sure the improvement is operations.
established. 2. Psychological Testing - Pencil and
paper tests have been used for years to
Human Resource Development
determine employees' development
potentials and needs. Intelligence tests,
verbal and mechanical reasoning tests
Development refers to formal education,
can furnish useful information about
job experiences, relationships, and
factors of motivation, reasoning,
assessments of personality and abilities that
abilities, leadership styles, interpersonal
employees prepare for the future. Development
response traits and job preferences.
can be thought of as the growing capabilities
3. Performance Appraisal -Performance
that go beyond those required by the current
appraisal that measures the employees'
job. It represents the employee's ability to
potential when done properly could be a
handle variety of assignments. Development
good source of development
helps the employee prepare for other positions
information. Observable and
and increase their ability to move into other
measurable output, attitude and
jobs that may be available in the future. It
behavior, data on productivity, employee
prepares also the employee for changes in
relations, job knowledge and leadership
current jobs due to changes in technology,
behavior are important source of
work design and customers or new products or
employee information. These are usually
new type of market.
available in the personnel file.
Planning and Choosing a Development
Human Resources Development
Approach
Approaches
While training considers analysis as an
In - House or on Company Site - The planned
important component of any training program
activities that could be developed within the
development needs analysis because it is
company or while the employee is at work are
necessary to identify strengths and
those activities that will enhance employees'
weaknesses of those that will be given these
potential to assume other jobs that the
organizational interventions. Assessment
company needs in its operation. It is imperative
involves collecting information and providing
that managers and supervisors plan coordinate
feedback on employee's behavior,
development efforts so that the desired
communication style or skills or leadership
developments actually occur. The following are Off-site or Outside Development
the In-House Approaches: Interventions
1. Management Coaching - The This technique can be effective because
immediate supervisor coaches the the individuals are given the opportunity to get
subordinate employee in performing away from the job and concentrate solely on
certain functions that are necessary for what is to be learned. These interventions are
its advancement. It combines usually held outside at the company's expense
observations and suggestions. This is and will serve as a break from the office
best when involves good relationships. monotony.
2. Committee Assignments - Assigning
The following are some of the development
promising employees to important
programs:
committees can give the employees a
broadening exercise and can help them 1. Formal Education - the company sends
to understand the personalities, issues the employee to formal seminars,
and processes governing the workshops and other training programs
organization. offered by training consultants and
3. Job Rotation - this is the process of agencies. Some companies send their
shifting employees from one job to employee to take advanced studies in
another. A substantial managerial time the graduate programs in exclusive
is needed when trainees change schools or take courses in foreign
positions. The trainees must be countries. The condition is usually that
acquainted with different people and an employee is tied to a contract to
techniques in each new unit. serve the company for a number of
4. Assistant-to-the Position -This is the years for every year of outside training.
assignment of an assistant to the 2. Team Building - These organizational
position who works directly under the interventions are usually conducted
manager. He is given the opportunity to away from work about three to four
deal with challenging and interesting days. The employees are organized into
tasks. Studies and other tasks are team and solve common problems
assigned for analysis before they are related to relationships. The focus is on
given to the head for final human relation issues and poor team-
implementation. work.
5. Job Enlargement - refers to adding 3. Case Studies - This is a classroom type
challenges or new responsibilities to the of training techniques that provides a
employee's current job. This could medium through the application of
include such activities as special management behavior concepts and
projects assignments, switching roles analysis. Cases are either through the
within a work team or research activities. use of multi-media or case problems
6. Mentoring -Employees can also that are developed similar to those
develop skills and increase their existing in the work environment. Group
knowledge about the company and its case analysis and presentations are
operation by interacting with more made and discussions facilitate the
experienced organization members. learning experience.
Mentoring helps new members bring 4. Role Playing - Role-playing is a
together successful senior employees development technique requiring the
with less experienced members. trainee to assumes a role in a given
situation and act the behavior
 associated with it. The facilitators 4. To provide information and tools for
provide the script and the group career planning and counselling. Career
evaluate the performance. The other planning entails matching individual
participants provide comments and skills and aspirations that are or may
suggestions after each performance. become available in the organization.
5. Simulation -These are business games This matching process requires that
developed by human resource experts those in charge of career planning know
that require the participants to analyze a the skill requirements of the various
situation and decide the best course of jobs. This allows them to guide
action based to the given data. individuals into job that will fit into their
qualifications and where they will be
The Rationale for Job Analysis/Evaluation
happy and satisfied. Counselling refers
The conduct of job analysis has behind to the giving of advice and problems that
it several reasons that are vital to human the employees meet in the performance
resource management and the supervision of of their tasks and duties in the positions
the work to be done by the workers in the shop where they are assigned.
or the office. It is considered as the building 5. To have a guide in the construction of
block of anything that human resource performance evaluation criteria.
management does, as any personnel action Performance criteria deals with getting
requires information that is gleaned from job information about how well each
analysis. employee is performing his job in order
to reward those who effective. The
The following are the uses of job analysis: information generated by job analysis
1. To specify he duties and responsibilities unveils the aspect of the jobs that are
of the position. It examines what the measurable and should logically be
employee will perform, what skills are evaluated in the performance appraisal
needed the condition which work shall of the employee.
be done and the range of difficulty or 6. To serve as guide in methods
complexity of the action. improvement. Job designs consist of
2. To provide job-oriented recruitment and different steps or processes. Job
selection guides. Those in the analysis provides the information to
recruitment and election of employees design the work process most effective
must be familiar with the duties and in carrying out the tasks. This involves
responsibilities of the vacant position. To improving methods and developing
identify which applicant is most qualified, more efficient systems at work.
it is necessary to determine the tasks 7. To obtain background information about
that will be performed by the individual working conditions. The environment of
hired as to skills, knowledge and work positively affects the productivity
abilities. and morale of the workers. This
3. To provide guides in operation-based information is available in job analysis
compensation determination - the and could be used by management in
process of job evaluation involves the positively identifying the hazards and
relative peso value of each job to the other conditions that affect job
organization to set up equitable pay performance.
structures. To get the peso value on 8. To serve as guide in the development of
jobs, is necessary to get information training programs. Almost all"
about different jobs, which job deserves employees hired by an organization will
higher pay than others. require training in their jobs. Some
 training programs may be more Management must understand that it is great
extensive than others. Job analysis importance for an organization to match job
provides the required information to requirements and people to achieve high
ensure that the training program will quality performance to be more competitive in
prepare the individual to perform the job today’s global marketplace.
effectively.
Job analysis is a continuing program.
9. To assist supervisor in the supervision
Organizational structure changes do to the
of the employees. Supervisors are
introduction of new technology in order to be
provided with precise and detailed
competitive in the global economy. Any
description of the jobs under their
changes in structure carry additional duties and
respective areas or departments and
responsibilities or simplifications of functions.
they can make this serve as bases for
These changes need job redesigning to
judging their performance.
conform to organizational needs for greater
10. To provide the conceptual basis for
efficiency and productivity.
position classifications to the employee
who will occupy the position. The bases The Role of Human Resources in Job
of any position title are the tasks, duties Evaluation
and responsibilities of the job. Managers
without proper job analysis might assign Job analysis is not the sole responsibility
position titles that are not related to the of the Human Resource Department but a
functions of the position. cooperative effort of all operating departments.
While it is more of personnel functions, the
The Job Analysis Program and greater bulk of information must come from the
Organizational Structure persons who are jobholders of the position.
The supervisor or manager must immediately
Job analysis starts with a careful study
inform the HRD of any changes in the duties
of organizational structure. This would reveal
and responsibilities of the position due to the
the relationships of jobs within the organization.
introduction of new technology or changes in
Organizational structure is often seen in
the production process that improve production
organizational charts that convey the vertical
efficiency. This will entail job redesigning or
and horizontal relationship of the two. The type
reclassifying of the position that may involve a
of organizational structure has implications on
total change in pay structure due to increased
the design of the jobs. A functional structure
responsibility or exposure to elements of
needs specialization and the responsibility is
hazard or working conditions.
focused on specialized skills hence supervision
and decision-making become minimal. In a Some companies get the services of
divisional structure, jobs are holistic and people management consultants to conduct a job
are working in teams that tend to and authority. analysis program to be more objective.
Management consultant is more objective as
Job analysis is the process of getting detailed
they have more experience in conducting the
information about the tasks, duties, and
job analysis program due to their exposure to
responsibilities of the job as seen in the
different organizational systems. Another
organizational structure. For the company to
reason is that there are managers who try to
succeed, it must have detailed information
overstate the functions and duties of the
about the requirements of the jobs through
different positions, as they know that they have
careful job analysis program. It must ensure
great implications in the company's pay scale.
that a match exist between job requirements
The other reason is that some HR practitioners
and the individual aptitudes and qualities to fit
are not very much knowledgeable in
into the position in the organization.
conducting job analysis as this is a more responsibilities? This involves the detail
specialized activity that involves careful study. on how the workers perform the
assigned tasks, the materials and
The Gathering of Job Information
essential tools and equipment required
Job Analyst to do the job, the skills required and the
methods and procedures involved in
The study of jobs is the responsibility of doing the work.
the personnel department thru the job analyst 3. Why should the worker do the job? This
who is trained to conduct the job evaluation covers the reason why the employee
program. The job analyst studies the duties, has to do the tasks assigned to him and
responsibilities, and the specification the purpose of the job in relation with
requirements of the job. This involves careful those of other jobs in the organization.
understanding of the conditions around the The tasks should justify its contributions
functions and tasks of the positions. to the effective and efficient functions in
A good job analyst must have the following the organizational work systems.
qualifications: 4. Supervision required in the job. The
details in supervision requires the
1. Good knowledge of organizational amount of supervision involved or the
system. assistance needed in carrying out the
2. Good intelligence and analytical skills. job, the extent of employee's authority in
3. Good judgment and acumen. carrying out the functions and the extent
4. Clarity and facility of language. of relationships of the job with those
5. Familiarity with organizational and others in the organizational setup.
company policies. 5. Working environmental conditions. This
6. Good personality and good relationships deals with the conditions prevailing in
with others in the organization. the work place, like exposure to
7. Tact and diplomacy in getting along with hazards, heat, or other elements that
others. affect the performance of the job. This
Getting Process in job information may involve in the conditions of comfort
or discomfort while the employee is
Job analysis starts with a careful performing the tasks assigned to him.
understanding of the relationship of the jobs in
the organizational structure. This relationship is The Importance of a Job Title
concerned with the details of the job rather The correct title of a particular job is very
than with the worker who is assigned to do the important in the organization. Similar jobs
job. performing similar duties and responsibilities
The following factors are important must have the same job titles. The title of the
considerations in job analysis: job must show clearly the area of job activity
and must show its relationship with the other
1. What the job requires the employee to jobs in the unit or department. The job
do. Job requirements involves the relationships will provide better job placements
activities that workers have to do the in the organizational ladder thereby job
importance of the duties or activities. inconsistencies can be avoided. The specific
The amount of time that is involved in titles will clarify the employees' line of
doing the job and other minor duties movement in the organizational structure and
required of the job. they should be grouped in job families in the
2. How effectively does the employee line and staff organization.
perform his assigned duties and
 Job titles must reflect the major job 2. Job Specification
functions. The company must prepare a list
The job specification contains information
titles of all jobs and it must use standard terms
about the employee's qualifications and traits
for easy identification.
required in the effective performance of the
The following are suggested guidelines in job work assigned. It specifies the qualifications as
title selection: to education, training, experience and the
statement as to the nature of the environment
1. The title must be standard used in the
where the employee is assigned.
industry.
2. It must be suggestive of the nature and This information could be used in the following
function of the jobs. personnel activities:
3. It must be different from other jobs
a. It serves as a guide in interviewing
based on major duties of employees
applicants.
who hold the position.
b. It is a guide in the proper selection of the
4. The job titles must be brief but
employee as to his qualifications for the
suggestive of its functions.
proposed vacant positions.
The Nature of Job Analysis Information c. It is used in the assessment of
employees for training and
Job analysis focuses on the two important data
development.
or information that managers must have the
right information about the nature of the Specific Duties and Responsibilities
employees' job. This information is reflective of
1. Assists in the processing of application
what the employee does daily, weekly, monthly
by conducting preliminary interviews to
or annually. It also reflects the conditions or the
applicants to determine their initial
working environment in the organization. These
qualification for the position being
two important factors are:
applied.
1. The Job Description 2. Determines the qualification requirement
for the positions and makes reports to
The result of any job analysis program is
the immediate supervisor for the
the writing of the job description. The job
applicants that meet the initial
description contains the tasks, duties, and
evaluation.
responsibilities that the job entails. This
3. Assist in the giving of examination to
information is derived from the job analysis
applicants to determine their suitability
report.
to the position being applied for and
The following are the uses of job descriptions: makes reports of the results.
4. Assist in the orientation program to
a. It helps identify and distinguish one job ascertain that the new employees are
from other jobs. properly oriented with company rules
b. It is used as a tool in the proper and regulations and other company
employee recruitment, selection and policies.
training. 5. Prepare reports to the Social Security
c. It helps establish job relationships within System, Pag-Ibig Fund, Philhealth and
the salary bracket. other government instrumentalities to
d. It serves as a guide in structural comply with government requirement as
departmentalization. e. It could be used directed by the immediate superior.
as a guide in the horizontal and vertical 6. Assist in the periodic Performance
promotion of employee's thereby Evaluation of employees and makes
developing and promoting morale.
 records in their HIRS or 201 file for concerned to answer it, the supervisor then
references in terms of salary adjustment reviews the information as to its accuracy. He
or promotion. talks with the employee concerned with the
7. Assist in Job Evaluation program information which he thinks does not conform
conducted by the department through to his judgment. The corrected questionnaire is
the distribution and retrieval of then forwarded to the HRD for finalization of
questionnaires for further analysis of the the job description. The study of the job
Job Analyst. information should be continuing process.
8. Coordinates with other department on
The duties and responsibilities change due
employees' requirements such as leave
to changes in technology and other needs of
of absence, sick leave notices, maternity
the organization. Job descriptions should be
leave and other benefits.
reviewed annually.
9. Does other related duties and
assignments that may be required from 2. The Interview Method
time to time
The interview method is commonly used for
JOB SPECIFICATIONS blue-collar jobs, as the employee may not be
able to answer the questionnaire. The job
1. Education - College Graduate Major in
analyst gets the information by interviewing the
Human Resource or Psychology
employee about his job or the immediate
2. Training - On the Job training at the
supervisor. To get the more specific data the
HRD for at least 500 hours
analyst is guided by a set of facts about the job
3. Job Location - HRD at usually in air
and records or take notes in the information
conditioned room
given by the employee. The analyst gathers
4. Assignments - May be assigned to
information and acquires a personal impression
liaison work with government offices and
about the job and later these will contribute to
may be exposed to traffic and dust
the accuracy of his job description. A well
Job Analysis Methods trained job analyst gives the feeling that the job
is properly evaluated and the employee is
There is no best method in job analysis.
satisfied.
The method to use depends upon the purpose
of the analysis, the time element devoted to it 3. The Combination of Interview and
and the amount of money that the company Questionnaire Methods
would like to spend for the activity.
Under this method, the job analyst gives the
1. The Job Questionnaire Method questionnaire and then conducts interview
later. The analyst verifies the information from
The accuracy of job information is
the employees' immediate supervisor thru a
necessary. The job analyst prepares the
structural interview. To verify further
questionnaire based on the purpose of the job
information, the analyst interviews the
analysis. The form to be used is carefully
employee concerned. The contents of the
prepared based on the simple understanding of
questionnaire and the verified information are
the employees who will answer them. The set
the bases for the writing of the job description.
of questions contains information as to its
purpose, clear-cut instructions and the 4. Observation and Interview Method
procedure on how to accomplish the
This method is involved in the observation
questionnaire.
of the worker at the job site and in their station.
The questionnaire is distributed to the The observation is noted while the employee is
supervisor who will then require the employee performing the tasks assigned to him.
Oftentimes, time and motion study is involved
in this activity. After the observation the job
analyst interviews both the worker and the
supervisor to verify the information gathered
through observation and the results of the time
and motion study. The results of the interview,
observation and time motion study are the
bases of the written job description, which will
be sent to the supervisor and the employee
concerned for final review and final printing.