TANDUN PROMIS THIOBEEMS UNIVERSITY/ 672-47-46-30/696 88 60 23 AREAS OF SOCIAL MANAGEMENT I

COURSE NAME: AREAS OF SOCIAL MANAGEMENT I

OPTION: HUMAN RESOURCE MANAGEMENT

COURSE MASTER: MR. TANDUN PROMIS

“The reward for hard work is more work,

WhatsApp me on: 672-47-46-30/696-88-60-23 for questions only

ACADEMIC YEAR 2024-2025

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CONTENT
Chapter one: Staff and Skills Management
1.1 Definition Staff and Skills
1.2 Type/Style of Management
1.3 Reason for
1.4 Advantage & Disadvantage
1.5 Improvement
1.6 Definition of management system, social management plan
Chapter two: Remuneration and Payroll
2.1 Definition
2.2 Reason for
2.3 Process & System of Payroll
2.4 Difficulties
2.5 Solution
Chapter three: Organization & Working Conditions
3.1 Definition
3.2 Reason for
3.3 Improvement and Importance
Chapter four: Human Resource Function
4.1 Definition
4.2 Types
4.3 Reason
4.4 Difficulties, improvement and Importance

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CHAPTER TWO:
STAFF MANAGEMENT AND ORGANISATIONAL
Performance

Effective personnel management is critical in running a business successfully in 2023. You may establish a
practical and effective workplace with effective staff management. Your employees are the ones who fuel the
expansion of your firm and day-to-day support operations.

Staff management, also known as personnel management or human resource management, refers to
overseeing and coordinating the activities related to the employees within an organization. It involves various
functions: recruitment, selection, training, development, performance evaluation, compensation, and
employee relations.
Organizational performance is defined as the actual output of a company measured against its intended
output. It is a broad field that deals with what an organization does and can accomplish when it interacts with
its various constituencies.
Organizational Performance = Merit + Motivation + Management + Context
The ‘formula’ is based on a simple but central idea. Organisational performance depends on the performance
of staff (although many other factors are also important, such as adequate budgets, external pressures on the
organisation to perform, effective accountability mechanisms, etc.).
To improve organisational performance through improved HRM practices, staff must be hired, fired,
promoted and transferred on basis of merit principles. Monetary and non-monetary motivations of staff are,
however, also required if employees are to work towards fulfilling organisational mandates. Motivation can
be both intrinsic and extrinsic. In addition, staff management must help to structure work in an appropriate
manner and to encourage cooperation, communication and meaningful jobs for the employees. However,
individual public sector organisations are not isolated islands because the 3xM of Figure 1 are only to some
degree internal to the organisation. Organisational performance therefore also depends on the context in
which the organisation operates – its ‘enabling environment.’ This environment may provide opportunities for
improved organisational performance, but it may also foreclose such opportunities.
Staff management, also known as personnel management or human resource management, refers to
overseeing and coordinating the activities related to the employees within an organization. It involves various
functions: recruitment, selection, training, development, performance evaluation, compensation, and
employee relations.
Staff management is the management of subordinates in an organization. Often, large organizations have
many of these functions performed by a specialist department, such as personnel or human resources, but all

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line managers are still required to supervise and administer the activities and ensure the well-being of the staff
that report to them.
1. Skills management is the practice of understanding, developing and deploying people and their skills.
Well-implemented skills management should identify the skills that job roles require, the skills of individual
employees, and any gap between the two.
Employee management refers to the processes used to ensure employees perform their best. It consists of
keeping track of employees’ achievements and progress, fostering healthy professional relationships and
giving them the tools they need to succeed. Done right, employees will be motivated to fulfill the
organization’s objectives. It can also lead to a boost in employee productivity, satisfaction, retention and
engagement.
Staff management process
Staff Management typically involves improving each person's HRM skills, development, and up skilling
them. Line management and the HR division frequently work together to manage the workforce. Both involve
an organization's staff members. Additionally, they reinforce one another and keep the workforce together.

Why is it crucial to manage employee performance?

Businesses need effective performance management, and they can integrate their systems, resources, and
personnel with their strategic goals through both formal and informal approaches.
Staff management planning
Staff Management Plan's objective is to document 'how' the office manager will supervise the human
resources. The staff management plan will ensure enough staff on the project with the right skill sets and
expertise to guarantee successful project completion.
Staff management relationship
Managing relationships amongst the various employees in an organization are referred to as employee
relationship management. Both employees at different levels and those with the same employer may have a
relationship.

What is the role of a staff manager?

A staff manager is a qualified individual who manages a group of workers while advising and educating
them. Numerous departments and industries employ them, and they are in charge of generally ensuring that
their team remains inspired and operates at its peak.
An Overview of How to Manage Employees
Let’s look at how you can manage employees in the best way possible.

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Step 1: Find the Right People for the Job

Employees are the lifeblood of the organization. Thus, be selective when assessing potential hires. Other than
professional qualifications, consider the ideal characteristics of your colleagues. Do you want them to be team
players? Do you want problem-solvers and people willing to learn?
Evaluate your recruitment process and figure out how to pinpoint these characteristics within potential hires.
That way, you’ll hire the right people who align with your company’s culture
Step 2: Understand Processes and Employee Roles
At the most basic level, managing a team requires understanding each member’s roles and responsibilities.
Determine the activities needed to complete a project and the employees assigned throughout the process.
That way, you’ll be able to understand the tasks that need to be accomplished and how to adjust your plans in
case one task falls through the cracks.
Step 3: Have Good Communication
Having open communication lines is also vital to success. Managers must get to know their team and be
approachable. That way, employees can communicate problems and struggles that can obstruct project
completion.
Good communication also helps foster a sense of unity and collaboration among team members. Naturally,
we work better when we’re around team members who boost our mood and morale.
Step 4: Invest in Employee Management Tools and Software
You’ll need to use HR or performance management tools to evaluate employee performance. These tools will
help determine employee productivity, time spent on each task and missed deadlines. The right tools and
software help uncover data-backed insights to improve workforce decisions and overall revenue.
Step 5: Give Recognition to Top Performers
With a system in place, you can determine top-performing and low-performing employees with greater
accuracy. If an employee is performing well, recognize their achievements. Offer them a raise, prize or
benefits.
For example, you can reward top sales reps with financial incentives, exclusive trips or promotions. Not only
will this motivate them to keep performing well, but it will also motivate other employees to raise the bar.
What is personnel management?
Personnel management is an administrative function within an organization that oversees the hiring,
organization and support of employee positions. A branch of human resources, personnel management
focuses on recruiting the right individuals to fit a position and supporting those already working for the
company. This area also functions as a tool for evaluating the hiring process and gaining insight into

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employee satisfaction. Personnel management professionals work to provide the resources and tools staff
members need to thrive in their work environment every day.

Types of personnel management

Here is an overview of the main types of personnel management used in staffing decisions and employee
support operations:
Strategic
Strategic personnel management focuses on planning how to best support staff members. This includes
current and future strategies such as managing turnover rates, determining recruitment policies and
maintaining employee satisfaction. Strategic personnel management also aims to provide on-going training to
help employees grow within the organization to encourage longevity and satisfaction in workplace positions.

Tactical
Tactical personnel management involves administrative planning. This includes determining how to schedule
current staff members. It also includes predicting the amount of staff necessary to fill positions in the short
and long term. Tactical personnel management focuses on recruiting the most qualified candidates through a
specific selection process. This type of management also handles training and on boarding for new
employees. It is sometimes organized into three parts of staff resources, including technical, functional and
organic.
Operational
Operational personnel management refers to the daily functions of human resources in employee relations.
Support personnel in HR use operational personnel management to handle the basic needs of new employees
like providing equipment and passwords to company technology platforms. This area of personnel
management is also involved in organizing how employees receive benefits and on-going support.

The staff management structure allows Employees to expand their roles to the fullest extent. To help the
organization as a whole reach its objectives, the process should put a strong emphasis on employee
performance.

But what is staff management without human resources proper?

An HR head is primarily assigned to put specified groups in the proper departments. This means hiring the
best out of thousands, which we believe can be challenging. Henceforth, staff management is integrated into
smaller parts.

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Recruitment & Selection

In a more commercial definition, recruitment is gathering potential employees through external and internal
sources. Recruitment is usually the step where advertisements about job openings gather interested
candidates.

While recruitment gathers human resources, selection specifies the candidates who are fit for the job.
Selection is a negative process where HR has to reject many candidates to select the best.

Both processes are essential to staff management and entail an organization’s future workings.

Training
Every efficient business ensures that staff can do their jobs by providing training. Starting the recruitment and
selection process with the correct hire is crucial. However, even the ideal candidate could require instruction
in your business’s operations. Lack of training can lead to decreased production, a loss of clients, and strained
relations between staff members and supervisors.
Supervision
It continues with bringing in people. Managers are given the task of looking over an employee’s day-to-day
work. To put it more simply, an organization can motivate and rectify the staff force by supervising
employees through managers.
Supervision even helps managers to track the work progress of every employee. Hence, supervising and
monitoring is one of the critical parts of staff management.
Reward
Staff management is only possible if your company’s staff force gets the incentive it deserves. Rewarding
employees for exceptional performance increases their sense of value and can be a vital motivational tool to
increase productivity. The most effective incentive management programs allow employees to advance while
enabling organizations to reward talented personnel.
The most effective rewards support your company’s overall strategy, culture, performance, and employee
requirements. Tips can take many different forms.
Discipline
Predetermined conduct or practice of behaviour is referred to as discipline. Employee Adherence to the
management-established firm policies, rules, regulations, and procedures can be characterized as discipline at
work.

Responsibility and self-control follow discipline.

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Employee productivity typically suffers if they lack the discipline to be at work on time, take lengthy breaks
between tasks, or spend too much time on social media, for example.
Elements of personnel management
Personnel management can be broken down into several elements as listed below:

 Job analysis: This function of personnel management determines how a position fits into the overall
company framework. It's a measure of the role and not the employee.

 Strategic personnel planning: Also called strategic workforce planning, this element involves hiring
the most qualified individual to fit a necessary role in an organization. It ensures that hiring processes
are consistent, fair and effective.

 Performance appraisals: Identifying how employees are evaluated is the function of this element of
personnel management. Using this element, professionals in personnel management decide how often
employees are assessed and the methods used to rate employee performance.

 Benefit coordination: Determining the type of benefits employees receive and planning for their
distribution is an essential part of personnel management. This element also involves choosing plans
such as personal health care benefits.

 Continuing education: To keep staff involved in growing their career and investing in their workplace,
personnel management oversees employee development through continuing education. This may
include offering seminars, learning lunches or arranging for staff to attend professional conferences.

 Pay and salary distribution: Another part of the operational activities of personnel management staff is
to ensure employee payroll functions correctly. It may also involve setting pay scales or job levels.
 At
tendance and leave: Managing personnel also means overseeing time off for sick and personal days. This
function also involves leaves of absence or short-term disability.
Personnel management objectives
With an overall goal to provide an excellent and stimulating environment for employees, personnel
management objectives focus on certain issues in the workplace. Here are the main objectives in personnel
management:

Retain staff
Employee turnover is a big concern for many businesses and personnel management works to keep numbers
low. Creating a strategic hiring process is one way to minimize high turnover rates. By providing transparent
information about job roles and workplace expectations, personnel management teams work to keep staff

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satisfied from there on boarding and after. Incentives like competitive salary and benefits packages are also
ways personnel managers plan to retain employees.
Equip staff
Ensuring staff members have the tools they need to perform their jobs to the best of their ability is a key
concern for personnel management team members. Providing relevant continuing education can be an
important element to equip staff with resources and knowledge for their roles. Personnel management strives
to create a culture of learning where staff members feel they have the necessary training to fulfil their job
duties.

Engage staff
Helping staff work more productively is a main goal of personnel management services. Eliminating
unnecessary operations to maximize workflow is another area personnel management professionals strategize
to improve. Engaging employees through other opportunities like social activities can also encourage staff
engagement.
Benefits of personnel management
Personnel management can provide an advantage for employers and employees. Here are the main benefits of
using personnel management strategies in any organization:

 Puts the employee first: When an organization focuses on personnel management, the employee is
considered the most important aspect of the company. This becomes an important part of a brand's image
to prospective and current employees.

 Improves staff morale: Working for an organization that prioritizes employee support can create a
positive environment where staff members feel valued. This can also affect their work output and
longevity with a company.

 Encourages employee development: Emphasizing professional development and training creates a

stronger workforce with employees who are able to meet challenges and find solutions based on
increased knowledge of their industry.

 Decreases employee turnover: Lower staff turnover saves money and makes an organization more
productive. Retaining employees also builds a stronger community among staff members.

 Creates strategic growth plans: Personnel management gives organizations the foundation to create plans
for company expansion through employee growth. This also includes recruiting practices that focus on
the number of roles necessary in both current and future operations.

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 Organizes employee operations: Using personnel management strategies helps businesses organize how
daily employee functions like payroll and recruiting work. Providing a common set of guidelines and
staff dedicated to employee operations can simplify a company's human resource needs.

 Uses digital technology: Many organizations use digital tools to help organize personnel management for
their human resources staff. Some platforms combine functions while others focus on a specific element
like benefit coordination.

The most crucial aspect of every organization is its personnel, and inadequate labour relations management
can lead to low productivity and a high staff turnover rate. Good staff management must be given the utmost
consideration and care if you expect the most from your personnel.

It’s crucial for employees to feel appreciated. If you let them share their knowledge and expertise, they’ll
frequently be able to provide the business with much more than is typically expected. The world’s most
prosperous companies are renowned for accurately forecasting their workers’ scheduling needs and their
creative and efficient labour management strategies.

Staff management is an important part of human resource management that ensures and drives smoother
workflow, effectiveness, and productivity in the organization. The importance of staff management includes:

 Filling skills gaps

 Staff retention

 Reputation and competition

 B
etter management Staff management ensures the recruitment and selection of the right type of people, and
provides planning for the effective utilization of efforts and potentialities of individual and groups
Tips for Effective Staff Management
 T
ransparent communication
Because it leads to uncertainty and frustration, employees fear misunderstanding. In a survey conducted in
2019, 80% of US employees indicated they were stressed out due to inadequate or ineffective company
communication.
 Cl
ear communication within the team about tasks, due dates, and objectives ensures success. A team may
concentrate on productivity and collaboration with this transparency.
On the other hand, ineffective team management of digital communication affects morale and productivity,

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harming both consumer happiness and the bottom line.

 F
eedback is key
Giving feedback is one of the best methods to aid team members in their development.
Please check in with your team regularly. This enables you to evaluate how your team members are
developing and assist them in discovering methods to advance. If you find areas needing work, it’s an
outstanding chance to offer constructive criticism. Although challenging, providing feedback is crucial to
efficient team management. Yet another team management talent you’ll need to develop is the capacity for
feedback; your team’s success depends on it.
 T
aking opinions
You must establish a friendly workplace where workers can freely express their ideas and participate in
debates. According to surveys, students would be inspired to achieve better if taught in a supportive setting.
The staff unit also has to abide by the same rules and guidelines.
Disagreement among employees can be pretty typical, but that shouldn’t prevent you from listening to what
the other person has to offer. Your leadership position ought to inspire everyone, and every idea and
viewpoint matters and your staff members must sense that they have been heard.
 A
ffective leadership
Being an effective leader is not simple. It would be best if you could manage a team as an inspiring role
model. Your attributes will determine your leadership talents and management style.
A leader must be aware of the changes taking place in the workspace. They ought to be driven by a desire to
take charge and advance the company.
Leadership mainly stands on three essential things- authority, responsibility, and accountability. With these in
hand, you can get to the bottom of staff management.
 In
itiate collaboration
Having good relationships with one another will inevitably make your team members happier. Additionally,
they’ll perform better.
Motivate your staff force to embrace creative cooperation to strike a solid balance. Make the most of the
team’s various skill sets by ensuring everyone is informed about on-going tasks. Team members can then
collaborate wherever they feel they can add value.
Remember, by working as a team, your employees can flourish their skill sets and encourage each other to
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work better.
 S
olving workplace problems
It can be crucial for managers to resolve issues with their team members and assist them in overcoming
personal and organizational obstacles. Employees who feel overburdened by their tasks, dispute with other
team members, or who are experiencing any emotional difficulties should be assisted through effective
problem-solving techniques.
To help resolve these concerns, you can meet with employees to learn more about the issues they’re dealing
with. Employees can use this to get any assistance required to return to work inspired and productive. Hence,
workplace grievances shouldn’t go unnoticed.
 C
onclusion
Now that we are familiar with staff management, it is necessary to implement it in the workplace. In reality,
all your employees are striving to give their best. However, as a manager, you can only push them to bring
out their true capabilities. More than ever, the corporate sector needs leaders and managers who can take
responsibility for such things.
Hopefully, these essential starter tips will help you understand the importance of leading a good workforce.
Employee Management Best Practices and Tips
Here’s a look at some of the most effective tips for managing employees.
1. Set Goals and Objectives
What do you expect from your employees? What are their roles and responsibilities? Set specific objectives,
and then list the realistic steps employees will take to achieve them. From there, establish a deadline and
make sure the workload is manageable based on the timeline.
Goal-setting is usually a collaborative process between managers and employees. Not only does it take into
account the organization’s goals, but it also considers the employee’s professional goals.
Interestingly, goal-oriented employees are 3.6 times more likely to remain loyal to their organization. They
are also 6.5 times more likely to believe the organization is an ideal workplace.
2. Create a Positive Work Environment
Create a collaborative environment where employees can speak out their thoughts and opinions. Encourage
them to speak their mind and discuss their views on the most effective ways to improve the organization.
Every thought counts, so listen to what everyone else has to say, even if it’s an unpopular opinion.

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3. Trust Employees
Some managers may micromanage employees to ensure the job gets done. However, 71% of employees
reported micromanagement interfered with their job performance, while 85% believed it negatively affected
their morale.
Instead of micromanaging employees, trust them to get the job done. Invest in training and resources that will
provide them with the knowledge and skills to complete their job. Give them tickets to industry-related events
and conferences that align with their professional goals.
4. Offer Constructive Feedback
Constructive feedback can help employees understand what they can do better to attain professional growth.
A study found 33.4% of full-time employees prefer to get more feedback from their supervisors, while 40%
of workers are actively disengaged when they receive little or no input. While receiving negative feedback
may be uncomfortable, it helps employees determine their areas of self-improvement. And only some
employees will change their behaviour or improve their performance when unprompted.
For example, if you’re discussing an employee’s missed deadlines, show them data related to their past and
current performance. Also, ask if the current deadlines are too much or if a change in company policy makes
it hard to fulfil their jobs. The trick is to be fair and attempt to be understanding so it stings less.
Tools and Software for Effective Employee Management
Are you looking for the right employee management tools for your business? Several options can help you
manage employees, from hiring and on boarding to on-going training and off boarding. Let’s look at some of
the top tools you can consider.
monday.com
As an employee management system, monday.com makes it easy to on board new hires and oversee teams
and projects. The intuitive system has many features for on boarding processes, recruitment pipelines,
employee well-being, as well as development and learning.
Managers and HR personnel can get a complete overview of their team’s daily performance. Thanks to this
feature, you can centralize planning and coordination with hiring managers and get a high-level overview of
employee performance to make data-backed decisions.
Rippling
Rippling has a simple and intuitive interface that makes managing employee benefits and payroll a breeze. It
has a built-in workforce directory, unified analytics, on boarding automations and a Workflow Automator. On
top of this, it is a global full-service payroll processing system with benefits administration and fully
automated time tracking for small and medium-sized businesses.

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Paycor
Paycor is a business and HR management tool that offers a comprehensive talent acquisition and retention
platform. Its standout features include integrated payroll, benefits and HR management.

The most basic plan offers access to automated payroll, compliance support, custom reports and wage
garnishments. While its robust mobile app lets employers approve payroll, it also allows employees to access
salary-related information.
These are only a few of the many options for employee management. To narrow your search, check out our
list of the best HR software.
Workplace Skills: Definition and Examples
Every employee possesses skills that give them the potential to thrive in the workplace. If you take time to
reflect on your skill set and which skills can be beneficial to the company you're applying to or currently
working for, you will be better equipped to match them with the career path you want to pursue.
In this article, we talk about what workplace skills are, with examples, how to improve these skills and how to
highlight them.
What are workplace skills?
Workplace skills help you perform your daily tasks on behalf of the business you work for. For instance, your
skills can aid you in coming up with an annual strategy, resolve a conflict between co-workers or be resilient
when completing a task with a tight deadline.
In other words, you can impact a workplace in multiple ways with your skills. The mind-set you take can
bring them into the spotlight to impress your employer and earn yourself a chance to be promoted.
Examples of workplace skills
There are several skills you can practice and improve on to make yourself a reliable employee, including:
Communication
Communication is one of the primary skills and tools you need to successfully advance your career. This skill
allows you to process and speak about important information regarding the company's operations and
deadlines.

It requires you to make keen observations about the dialogue you're engaging in and empathize with your co-
workers about the current situation. You may need to demonstrate active listening and take notes about
important points and action items from this discussion.
You can communicate in person, on the phone or through means like email and social media. Experience is
the best way to enhance this skill, so you can interact with different types of people to understand how to
navigate conversations with these personalities in the future.

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Management
Management skills showcase your ability to make quick and effective decisions. These decisions can be about
tasks you're working on or ones related to your department. An entry-level employee can improve their
management skills by creating extensive project plans and speak with their co-workers about streamlining
project workflow. An employee that listens, emphasizes the importance of their tasks and produces an
efficient solution that positions them to achieve their goals is likely to move up the ranks of an organization.

Problem solving

Your problem-solving skills test your levels of patience and discipline in times of adversity. You must
immediately break down the potential source of the problem to determine how it can be resolved.

Some problems may require your technical skills to solve, but you pay close attention to the details in front of
you to make an objective analysis. The way you solve problems can build trust among you and the rest of
your team and motivate them to build habits that lead to their resilience.
Organization
Organizational skills reveal your aptitude for prioritizing key tasks. It also shows the process you take in
filing important documents, so you can keep track of when you need to access them.
You're more likely to work with assistants and interns who can help you organize, but you need to cultivate
processes that you know help you perform your job to the best of your abilities. This way, you can teach them
good habits to aid them in becoming successful at work.
Self-regulation
Self-regulation focuses on your behaviour in the workplace, and it's an important skill if you want to exert
more self-control. It also falls under the category of emotional intelligence and determines how you perceive
the outcome of long-term goals.
This skill can have a wide-ranging impact on your company because it provides you with the perspective that
your actions can affect your co-workers. In turn, you become more sensitive and empathetic to the efforts
your co-workers make to help you thrive. Take time to assess your core values to see if they match with your
goals and if your current position maximizes your potential.
Technical
Your technical skills can be acquired from the experience you earn in the classroom or through internships.
These skills can be useful for applying to jobs as you can tie them into your experience and the results you
earned when working with your previous employer. Be sure to research the skills you need to learn so you
can make the necessary preparations to pursue your career path.

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Learning
No matter your industry, you should expect change and be able to adapt to various circumstances within the
workplace. However, if you express a passion for learning, you can leave a positive impression on your
manager and give them a roadmap to strategize your professional development. Your passion for learning
also shows that you're open-minded and flexible to projects changing direction as well.
Teamwork

The combination of communication and self-regulation skills can lead to you being a team-player. A
cohesively motivated team that understands its objectives can lead to an unbreakable bond among co-workers.
Your relationships with your co-workers can be a contributing factor for having longevity with a company.
Teamwork is also essential for creative teams that rely on communicating their ideas with other members of
the team. Sometimes you may need to run with another co-worker’s idea, but your faith in your team's ability
to execute is a crucial component for success.
Time management
Time management can mesh with organizational skills. You need to organize the way you spend your time to
finish tasks on the deadline directed by your manager. It's also noteworthy in achieving a work-life balance,
so try to automate tasks if they're repetitive and use time-keeping technology to monitor the length of a
project cycle.

How to improve workplace skills

Follow the steps below to improve your workplace skills:

1. Prioritize your daily tasks

No matter the skills you're trying to improve, you should give yourself a top list of tasks to aim to finish each
day. This way, you can mark your progress and evaluate what you learned from that day despite the result.
Ask yourself about the reasons why you're working on these tasks and if they provide value to your
organization.
2. Focus on one task at a time
Staying focused on one task assists you in increasing your knowledge of what you're working on. The
knowledge you gained can be applied to similar tasks you work on. Employ your self-regulation skills to
reduce stress and enact positive reinforcement in case you make a mistake. You can do so by structuring a set
time in your day to check emails and organize your workspace to keep a positive outlook on your work.

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3. Set weekly and monthly milestones

The milestones you set for yourself can be a large motivator and boost your self-confidence. It can give you
guidelines to set key performance indicators that measure your success. Try to collaborate with your manager
on ideas for milestones you can set that match the goals they set forth.

4. Ask for feedback

Always ask for feedback from your co-workers about your performance. Having honest and constructive
feedback can help you reach your milestones. Feedback is a continuous process that makes you learn more
about the organization and what skills you can upgrade.

How to highlight workplace skills

Here is how you can highlight your workplace skills when applying for a job:

1. Select the skills applicable to the position you applied for

You always need to tailor your resume to the position you applied for. Recruiters want to see keywords that
show your skill set matches the job they posted.

It may be best to list your skills in a separate section of your resume, but you can list them as part of your
competencies to make them stand out. Double-check the job description and use your best judgment if you
think separating your skills is ideal for a particular job.

2. Align your skills with your job responsibilities

Show what you have done for each employer you've worked for to exhibit that you're the right fit for this role.
Some ways you can present your skills on your resume include:

 Increased sales

 Improved efficiency

 Reduced costs

3. Quantify your accomplishments

Write down the measurable impact your skills had on the organization you worked for. Try to get metrics
within your company's reporting system and ask your manager about the department's performance to see if
you get tangible statistics about your performance. For instance, your project management process saved
employees 15 hours a month and increased productivity by 20%.
Make on the following and present it to me (work to be done by the students)
Definition of management system, social management plan.

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CHAPTER TWO:
REMUNERATION AND PAYROLL

What Is Remuneration?
Remuneration is the total compensation received by an employee. It includes not only base salary but
any bonuses, commission payments, overtime pay, or other financial benefits that an employee receives from
an employer.
A job perk may or may not be a component of employee remuneration. An on-site gym or generous vacation
plans are perks but they aren't money in an employee's pocket. Remuneration may include direct payment of
money or taxable fringe benefits such as personal use of a company car.
Key Takeaways

 Remuneration is the total amount an employee receives for performing a job.

 Remuneration includes not only base salary but all other forms of financial compensation an employee
receives.
 A company contribution to a retirement plan is deferred compensation, and as such is a component of
remuneration.
 At the executive level, remuneration may include a combination of salary, stock shares, bonuses, and
other financial compensation.
 For employees in service jobs, tips are considered part of remuneration
What Is Payroll?
Payroll is the compensation a business must pay to its employees for a set period or on a given date. It is
usually managed by the accounting or human resources department of a company. Small-business payrolls
may be handled directly by the owner or an associate.
Increasingly, payroll is outsourced to specialized firms that handle paycheck processing, employee benefits,
insurance, and accounting tasks, such as tax withholding. Many payroll fintech firms, such as Atomic, Bit
wage, Finch, Pinwheel, and Wage stream, are leveraging technology to simplify payroll processes. These
solutions pay employees with greater convenience and speed and provide digital payroll-related documents
with innovative technology-enabled services required by the gig and outsourcing economy.
Payroll can also refer to the list of a company's employees and the amount of compensation due to each of
them. Payroll is a major expense for most businesses and is almost always deductible, meaning the expense
can be deducted from gross income lowering the company's taxable income. Payroll can differ from one pay
period to another because of overtime, sick pay, and other variables.

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Key Takeaways
 Payroll is the compensation a business must pay to its employees for a set period and on a given date.
 The payroll process can include tracking hours worked for employees, calculating pay, and distributing
payments via direct deposit or check.
 However, companies must also perform accounting and record-keeping, and set aside funds for Medicare,
Social Security, and unemployment taxes.
 Companies can use professional services and outsource their payroll or use cloud-based software if they
do not want to do it themselves.
 Calculating payroll involves many components and can be complex
Remuneration and payroll are two different concepts.
Salary refers to the amount of pay or remuneration that an employee earns. Payroll refers to the
system employers use to process salary payments. Notwithstanding the differences between actual pay and
process, they are also connected. Payroll is a necessary workplace function for employees to receive their
earned compensation
o Remuneration refers to something given in exchange for goods or services rendered.
o Payroll refers to a list of employees who receive salary or wages, together with the amounts due to each 1.
o Salary refers to the amount of pay an employee earns, while payroll refers to the system employers use to
process salary payments2.
o Payroll is a necessary workplace function for employees to receive their earned compensation

Understanding Remuneration
The term remuneration implies total compensation.

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At the executive level, remuneration can include options, bonuses, expense accounts, and other forms of
compensation. These are generally detailed in an employment contract.
The amount of remuneration and its components depend on many factors, including:

 The employee's value to the company. Employees with in-demand skills are likely to get more perks.
 The job type. Some are straight hourly or salaried positions while others offer base pay plus commissions,
bonuses, or tips.
 The company's business model. Some companies pride themselves on their generous employee
remuneration and may offer bonuses, employee stock options, and 401(k) plan matching contributions.
Others find such perks to be an unsupportable drag on the finances of the business.
 The general state of the economy. When jobs are plentiful and talent is scarce, companies pull out all the
stops to attract the best candidates. That means better remuneration.
Types of Remuneration
The most common type of remuneration is in the form of wages or salary. These may be supplemented with
bonuses given for performance, holidays, or some other reason. Many sales positions offer a commission on
the sales made by an employee or a percentage of the amount sold. Some of these commissioned positions
offer a base salary, while others are solely dependent on commissions.
Positions in the food service and hospitality industries often rely on tips, as their base pay does not meet the
minimum wage.
In addition, there are commissions, overtime payments, retirement benefits, and other benefits. These other
benefits can include health insurance, retirement plan matching, sick pay, personal days, and reimbursement
for work-related travel or other expenses.
The Golden Hello
A company that is anxious to attract a person with a unique skillset or an outstanding reputation may offer
yet another type of remuneration: the golden hello. This is a signing bonus, due when the employee starts the
job (and, sometimes, forfeited if the employee leaves within a short period of time).
The better-known golden parachute, which guarantees an executive a generous payout in case of termination,
is another form of remuneration that is written into a contract before the job even begins.
If it's remuneration, it's generally taxable. The IRS has a guide to taxation of fringe benefits.
Direct Remuneration
Direct remuneration refers to the monetary rewards that an employee receives, but these rewards can also
take different forms.

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Another type of remuneration is deferred compensation, which sets aside an employee's earnings to be
redeemed at a later date. One common example of this is a retirement plan that includes an employer
matching a certain amount contributed by an employee.
Remuneration may also refer to the benefits an employee receives from their company. These can come in
the form of health insurance coverage, gym memberships, the use of a company mobile device or
car, depending on the job and the company.
Most forms of remuneration, direct and indirect, are taxable as part of an employee's gross income. It gets
complicated, of course, and the Internal Revenue Service (IRS) publishes a complete guide to what it calls
fringe benefits.
Minimum Wages
The minimum wage is the lowest remuneration an employer can legally pay most employees, assuming there
are no other benefits of the job.
The minimum wage varies by state, although the state minimum must be at least equal to the federal
minimum wage. The federal minimum wage has been $7.25 since 2009.
Many workers are exempt from the federal minimum wage. These include not only restaurant wait staff but
independent contractors, laborers on small farms, seasonal workers, apprentices, and students.
For many workers, salary and remuneration are the same. For others, salary is only one part of remuneration
and it may be a minor part.
Remuneration generally includes a salary or hourly wage or (in the case of a contractor) a job rate.
Some workers also receive a bonus, commission payments, a retirement savings contribution, or other fringe
benefits of financial value.
At the executive level, those fringe benefits can get crazy. CEO perks may include personal use of a
company jet, plus a "tax gross-up," meaning a company reimbursement of the amount they had to pay in
income taxes for their personal use of the company jet.
o Salary: a fixed amount paid on a regular basis, usually monthly.
o Wage: an hourly rate paid only for hours worked.
o Commission: a percentage of sales or profits earned by an employee.
o Bonus: a lump sum payment based on performance or achievement of goals.
o Incentive: a reward for meeting or exceeding certain standards or criteria.
o Benefit: a non-monetary advantage or service provided by an employer, such as health insurance, pension,
or leave.

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o Deferred compensation: a portion of income that is paid at a later date, such as stock options or
retirement plans.
What Does Remuneration Mean According to the IRS?
Remuneration is the total amount paid to an employee. It may include a salary or hourly rate, bonuses,
commissions, or any other payment.
In the view of the IRS (Internal revenue service), remuneration is the sum total of earnings and other
taxable benefits and allowances. Remuneration, to the IRS, is synonymous with wages, whether it is labeled
a salary, a bonus, or a commission.
Difference Between Salary and Remuneration
Salary is a form of remuneration. For many people, salary and remuneration are the same. They are paid a
flat salary or hourly rate for their work.
For others, salary is only one part of remuneration, and may even be a minor part.
Salespeople, for example, may receive a small salary and get their income largely from commissions based
on their sales.
Wall Street professionals are paid a token salary and get the bulk of their income in a single bonus payment
that is determined at the end of the year based on their performance and that of the company.
Restaurant wait staff can be paid as little as $2.13 an hour under federal law. The law assumes that this
hourly rate plus tips will add up to at least $5.15 an hour in remuneration.
Understanding Payroll
Payroll is the process of paying a company's employees, which includes tracking hours worked, calculating
employees' pay, and distributing payments via direct deposit to employee bank accounts or by check.
However, companies must also perform accounting functions to record payroll, taxes withheld, bonuses,
overtime pay, sick time, and vacation pay. Companies must put aside and record the amount to be paid to the
government for Medicare, Social Security, and unemployment taxes.
Many companies use software solutions to manage their payroll. The employee inputs their hours through an
API, and their pay is processed and deposited into their bank accounts.
Many medium- and large-size companies outsource payroll services to streamline the process. Employers
track the number of hours each employee works and relay this information to the payroll service. On payday,
the payroll service calculates the gross amount the employee is owed based on the number of hours or weeks
worked during the pay period and the pay rate. The service deducts taxes and other withholdings from
earnings and then pays the employees.
Special Considerations (case study)

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Employers with gross sales of $500,000 or more per year are subject to the requirements of the Fair Labor
Standards Act (FLSA) passed in 1938. This is a U.S. law that protects workers from certain unfair pay
practices. The FLSA sets out various labor regulations, including minimum wages, requirements for
overtime pay, and limitations on child labor. For example, FLSA rules specify when workers are considered
on the clock and when they should be paid overtime.
The law requires overtime—hours worked in excess of 40 hours per week—to be paid at one-and-a-half
times the regular hourly rate. Some employees are exempt from the FLSA, and the Act does not apply
to independent contractors or volunteers because they are not considered employees.
Some hourly workers are not covered by the FLSA but are subject to other regulations. For example, railroad
workers are governed by the Railway Labor Act, and truck drivers fall under the purview of the Motor
Carriers Act.
The FLSA also sets out how to treat jobs that are primarily compensated by tipping. In the case of tipped
service workers, the employer must pay the minimum wage to the employee unless they regularly receive
more than $30 per month from gratuities.
Advantages and Disadvantages of Using Professional Payroll Services
One major benefit of payroll services is their ability to produce a variety of reports that simplify accounting
procedures and help companies ensure they are in compliance with legal and tax filing requirements. The
payroll service may also maintain a record of how much vacation or personal time employees have used.
With respect to disadvantages, when companies outsource their payroll system, they must rely on individuals
outside the business for accurate accounting. In the event of an error, the company's on-site personnel must
deal with upset employees. Companies might also face tax penalties for errors made by the payroll service.
Another disadvantage is that payroll services are more expensive than running payroll in-house. The services
may charge a set monthly fee or offer different payment structures for varying tiers of service. Because of
their cost, payroll services may not be the best option for small companies with tight operating budgets.
Pros of Professional Payroll Services
 Access to a variety of reports
 Simplified accounting and tax compliance
 Record of vacation time and personal time taken by employees
Cons of Professional Payroll Services
 Individuals outside the business are privy to financial and tax information.
 Internal staff must still help employees with payroll problems.
 The company may face tax penalties due to errors by the payroll service.

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 Payroll services can be expensive, which is a concern for small businesses.As a business grows, its
accounting needs become more complex. Larger firms may need to invest in a custom enterprise
resource planning (ERP) system for their accounting and payroll functions.

Payroll Software Programs

In lieu of using specialized payroll services, some companies opt to rely on payroll software programs. Once
the company purchases the software, there are no additional monthly fees. Software programs usually
include printable tax forms and withholding tables.
In addition to financial savings, internal payroll systems help companies keep confidential financial
information private. However, software programs can be time-consuming, which can pose a problem for
small companies with few staff.
Small business owners benefit from accounting software because it helps them track accounts receivable and
accounts payable, gauge their profitability, and prepare for tax season. A small business is one that can use
out-of-the-box software without requiring extensive customizations. As a business grows, its accounting
needs become more complex, and a custom enterprise resource planning (ERP) system is often needed.
There are many different types of cloud-based accounting software available for small businesses. The type
of industry and number of employees are two factors that will dictate which accounting software is
appropriate. For example, a freelancer would not need the same features in a piece of accounting software as
a restaurant owner.
Investopedia conducted a review of payroll management and accounting software for small businesses and
evaluated their cost, ease of use, features, integrations, and scalability. QuickBooks Online was considered
the best overall software, while Zero was considered the best for micro-business owners. Fresh Books was
best for service-based businesses, and QuickBooks Self-Employed was best for part-time freelancers, but
Wave was the best free software.
How to Calculate Payroll Taxes?
How you calculate payroll taxes will depend on your business and your local laws. However, here are some
general guidelines provided by QuickBooks. The first step is to calculate your employees' gross pay.
1. Calculate Your Employees' Gross Pay
You can determine an employee’s gross pay using their pay rate and your scheduled pay periods. Most
businesses will pay employees weekly, every two weeks, or monthly. To calculate an hourly employee’s
gross pay, multiply their hours worked in the pay period by their hourly pay rate. The formula is as follows:
Hourly rate x total hours worked in the pay period = gross pay

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To calculate a salaried employee’s gross pay, divide their annual salary by the number of pay periods in the
year. The formula is as follows:
Yearly salary / number of pay periods in year = gross pay
For example, an employee makes $50,000 a year. Their company pays employees every two weeks for a
total of 26 pay periods. Therefore, the employee’s gross pay is $1,923.08.
2. Take Out Pre-Tax Deductions
After determining gross pay, you’ll need to factor out deductions. These are tax deductions, but other pre-tax
deductions may also apply. Pre-tax deductions include:

 401(k) and some retirement plans

 Health insurance plans
 Health Savings Account (HSA) or Flexible Spending Account (FSA) contributions
 Some life insurance plans
3. Deduct Taxes (FICA, Unemployment, and Income Taxes)
Once you have taken out pre-tax deductions, the remaining pay is taxed. The FICA tax rate is 7.65%—
1.45% for Medicare and 6.2% for Social Security taxes. Other tax rates will be determined by Federal, state,
or local laws and your employee’s W-4.
Calculate federal income taxes using IRS tax tables. Most often, you will pay federal taxes when you pay
Social Security and Medicare taxes. Report all payments on IRS Form 941.
Deduct the 7.65% FICA tax from the employee’s gross pay. You, as the employer, must match each
employee’s contribution. The business submits both the employee’s and the company’s contributions to
Social Security and Medicare.
For example, an employee earns $1,923 in gross pay for the latest pay period. To calculate the employee’s
Social Security tax contribution, multiply $1,923 by .062 to get $119.26. To calculate the employee’s
Medicare tax contribution, multiply $1,923 by .0145 to get $27.88. In total, the employee’s FICA tax
contribution is $147.14 for the pay period, which the employer must match. In this case, the employer must
pay $294.28 to the IRS. Half is a direct expense to the company, and the other half is withheld from the
employee’s paycheck.
Employers don’t match income tax deductions, but they pay federal unemployment taxes. The IRS's Income
Withholding Assistant will help you determine how much federal income taxes your employees owe.
4. Any Voluntary Deductions Must Be Taken from the Remaining Wages
These may include:

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 Roth 401(k) contributions

 Life insurance plans
 Long-term disability insurance plans
 Wage garnishments
 Union dues
After all taxes and deductions, the remaining amount is how much the employee takes home on payday.
Payroll Taxes
Payroll taxes include Social Security, which takes out 6.2% of your income up to $132,900. Payroll taxes
also pay for Medicare, which takes out 1.45% of your income. Employers also pay payroll taxes. They pay
6.2% of your income, so the government gets 12.4% of your total income, and your employer pays 1.45% of
your income toward Medicare.
Payroll Tax Cut
A payroll tax cut would mean that less Social Security and Medicare taxes are withheld and taken out of
paychecks. The idea is that workers and businesses would take home a little extra with each paycheck and
that would encourage them to spend more and stimulate the economy.
Payroll Tax Holiday
A payroll tax holiday is a deferral of payroll tax collection until a later date, at which point those taxes
would become due. A payroll tax deferral is intended to provide some temporary financial relief to workers
by temporarily boosting their take-home pay.
Is Payroll Part of HR or Accounting?
While payroll is essentially an accounting practice, it deals with paying the people inside of a company,
which puts it under the domain of human resources (HR). Thus, most companies have HR manage payroll
and related issues. However, some companies may house payroll inside of the finance or accounting
department, and some larger companies may even carve out a distinct payroll office.
What Is the Difference Between Payroll and Salary?
This is a matter of perspective: For an employee, the money received from a company as compensation often
comes in the form of wages or salary (as well as bonuses, stock options, commissions, etc.). For a firm, these
payments are an expense that is recorded as payroll.
The Bottom Line
Processing payroll is a complex and time-consuming endeavor that requires adherence to strict federal and
state rules and regulations. It requires extensive record-keeping and attention to detail. Small businesses
often handle their own payroll using cloud-based software. Other companies choose to outsource their
payroll functions or to invest in an integrated ERP system that manages the overall accounting and payroll.
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Payroll Problems Along with Their Solutions

1. Data Management Issues
It is essential to keep employees’ financial information in a safe, organized, and accurate manner. Manually it
is kept in a central location to create a uniform filing process and smooth workflow.
Minimizing or completely eliminating paperwork and files can be an effective way to manage employees’
data and reduce the tedious amount workload. This can be resolved by using payroll accounting tool that
allows integration of existing HR and payroll functions.
When payroll documents are stored electronically, it becomes much easier to search them because advanced
tools provide you many filters to make your search results more specific.
2. Tracking Employee’s Availability
Keeping track of your employees’ time on a daily basis, and their absence can get hectic if done manually.
Even simple digital time logs are prone to mistakes and misuses.
Tracking the staff’s absence and availability is vital for optimum productivity and deciding their schedule.
Automated timekeeping systems can eliminate inaccuracies in recording time. Many payroll accounting
software also enables members to manage their calendar effectively. Through a centralized platform, team
members can know when their peers are taking leave so that excessive absenteeism can be avoided.
3. Administrative Overwhelm
Many businesses, especially smaller ones, have a tendency to process their payroll manually in house. The
manual process involves an enormous amount of paperwork, and it can act as a burden on the staff that’s
handling it.
Mistakes can happen while entering or writing data that can lead to payment issues and exploitation of rules.
Using integrated software can eliminate this. Investing in payroll accounting software rather than looking for
additional staff to handle the process can be very cost-effective.
4. Managing Inconsistencies
Employees have lots of records that need to be considered and calculated before running out a payroll
transaction. This could consist of whether the employee has any outstanding dues or has taken any kind of
loan or insurance. All this information should be managed accurately and properly to prevent any type of
delays in the payments.
Manually managing these kinds of information could consume a lot of time and resources, so it is beneficial
to use any type of payroll accounting software that allows storing and processing employees’ data.

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5. Outlining Tax Compliance

There are many legal issues that a company or business could face regarding taxes. They need to care in order
to avoid any legal complications. It is important to abide by the tax rules and regulations to protect themselves
from any government investigations and complaints. This generally occurs when a company is dealing across
multiple countries.
In such cases, it is recommended to outsource the payroll to any third party to relieve you from complexities
regarding legality issues. A third party possesses expertise in their field, and they are quick to adapt according
to trends or any reforms.
6. Distribution System
It requires a great amount of time to create and distribute payments each month or the time of pay period.
Many businesses still use checks and other traditional methods to process payments. This could involve
writing cheaques and then handing or mailing them to the employees. Even with a few staff members, this
can be a tedious process.
Setting up direct deposits can be much hassle-free with Payroll management software as it offers direct
deposit services. The money would then be deposited in the employees’ bank accounts directly. Payroll
accounting tools know how much an employee is going to earn over the course of time after processing the
data that was fed to it.
7. Lack of Training
As mentioned at the start, even after using payroll accounting software, chances of mistakes aren’t entirely
eliminated. If you’re aware, payroll consists of all financial information for employees, which includes
records of salaries, incentives, bonuses, other benefits like an allowance for travel and accommodation, health
insurance, loans, etc.
The staff handling such sensitive data must be empowered with relevant access, and they must sustain a high
level of confidentiality regarding it. So the HR and accounting department of the company needs to ensure
that payroll processes are done in time and in an error-free manner. Otherwise, it’s likely that employees
would feel dissatisfied, and there’s even a possibility that the company may lose some skilled personnel.
To streamline the entire payroll operation, the company should hire only qualified candidates. And if your
business is using a payroll accounting tool, then the people in your HR and accounting department should be
provided appropriate training to get them familiar with the features and interface of the software.

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8. The Reluctance in Seeking Help

As you might have already realized that payroll is a complex thing. There are so many rules and calculations,
and they keep on changing with time. Sometimes some odd payroll challenges emerge that even qualified
staff members can’t tackle due to their inexperience.
You can always find a way to figure things out, and many business owners try to do it on their own. There’s
nothing wrong with it, but this could cost time. Sometimes it could even take weeks to research the problem
and learn how to implement a fix. It might seem simple and obvious, but asking someone for help could save
a lot of trouble.
If you have any accountants or payroll professionals in your social circle, you can seek help from them
regarding your problem, and calling the customer service center is the easiest and quickest way to solve any
software related issue.

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CHAPTER THREE:
ORGANIZATION & WORKING CONDITIONS
Introduction
Employee health and safety programs should be a major priority for management because they safe lives,
increase productivity, and reduce costs. These health and safety programs should stress employee
involvement, continued monitoring, and an overall wellness component (Anthony et al., 2007). Work safety
requires that safe working conditions should not create significant risk of people being rendered unfit to
perform their work. Health and safety at work is therefore aimed at creating conditions, capabilities, and
habits that enable the worker and his/her organization to carry out their work efficiently and in a way that
avoids events which could cause them harm (Garcia-Herrero et al., 2012). It is clear that safe working
conditions have an effect on the habits of workers, which in turn impacts on efficiency. This implies that
employees working in a safe condition are likely to perform in a way that will not cause them harm
It refers to the working environment and aspects of an employee's terms and conditions of employment. This
covers such matters as: the organization of work and work activities; training, skills and employability;
health, safety and well-being; and working time and work-life balance
Working conditions are the environment and circumstances that affect labor in the workplace. They include
factors such as working hours, physical aspects, legal rights and responsibilities, health, safety and well-
being, training, skills and employability, and work-life balance. Working conditions can have a significant
impact on employees’ health, safety, productivity, and satisfaction.
Role of Employees in ensuring their own Safety
By comparing two types of models on safety, Robens (1972) offers a challenge to the traditional approach to
safety in the workplace, known as the ‘careless worker’ model. In this model, employers assumed that most
of the accidents were due to the employee’s failure to take safety seriously, or failing to protect themselves. In
his report, he recognized that the ‘careless worker’ model does not explain occupational ill-health caused by
toxic substances, noise and badly designed and unsafe systems of work. A new approach to occupational
health and safety, the ‘shared responsibility’ model assumes that the best way to reduce levels of occupational
accidents and disease relies on the cooperation of both employers and employees (Bratton & Gold, 1999).
In order to maintain a safe and healthy work place, workers and supervisors must be taught to keep a health
and safety mind set. Such mindedness does not always accompany the acquisition of skill or knowledge on
equipment operation. Most persons learn how to drive an automobile, for example, with relatively little
difficulty. An attitude of maturity is however, necessary (Siegel, 1962). Though employers are required to
design and maintain safe and healthy systems of work, the concomitant duty of the employee is to behave in a
manner that safeguards his or her own health and that of his/her co-workers (Bratton & Gold, 1999).
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Role of Administration in Health and Safety Legislation

Early research by psychologists and sociologists examined individual dispositions and social causes utilizing
disciplinary frameworks in developing concepts and theoretical insights into Occupational Health and Safety
(Dawson & Zanko, 2011). The findings were enhanced by the results of workplace surveys by industrial
relations specialists that drew attention to the importance of legislation and innovative non-regulatory as well
as regulatory strategies (Nichols et al., 2007).
The concern for health and safety has been there in history. Early researchers were concerned about
theoretical insights into employee health and safety. Surveys which were done later focused on the
importance of legislation. In technical questions pertaining to workplace health and safety, there is the social
element. That is, for example, the power relations in production: who tells whom to do what and how fast.
After all, a machine does not go faster by itself; someone designed the machinery, organized the work, and
designed the job (Sass, 1986). This implies that ‘health and safety is not simply a technical issue such as
supplying hard hats and goggles or ensuring adequate ventilation, because it raises the question of economic
costs and power relations’ This is true of all institutions including schools.
Safety Administrators help develop safety policies and procedures, organize team meetings, solve safety
issues, coordinate audits, and inspections, track corrective actions and incident data, review important safety
documents, and many other duties that require a high degree of attention to detail
1.3 Role of Management in Maintenance of Safety Equipment
A study on employee welfare facilities adopted at Bosch limited, and involving 100 employees observed that
65% of the respondents indicated that they were provided with safety equipment at work in the organization,
35% of them reported that the organization did not provide safety equipment. The researcher concluded that,
due to the higher percentage of those who reported that the company provided safety equipment at work, the
company then provided safety equipment to its employees during work. The fatalistic notion that accidents
cannot happen to us or that they will occur because of “bad luck” regardless of our efforts to prevent them is
contrary to the facts. The role of luck (including such things as unavoidable equipment malfunction), as a
cause of accidents, has been the subject of considerable study. Estimates of the percentage of accidents due to
such causes, and therefore unpreventable, vary between 10 and 20 percent (Siegel, 1962). On the same
argument, (Armstrong, 2006) stresses that health and safety inspections are designed to examine a specific
area of the organization—to locate and define any faults in the system, equipment, plant or machine. The
concern of these writers reveals the importance of maintaining health and safety equipment
1. The Role of Management in Maintaining Health and Safety Compliance
o Set clear expectations Management should clearly communicate the importance of compliance and the
expectations for employee behavior. ...
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o Provide training and resources Management should ensure that employees have the necessary training and
resources to understand and follow safety protocols. ...
o Lead by example ...
o Monitor and enforce compliance ...
o Invest in safety

It's easy to think of working conditions as a matter that concerns employees, but workplace conditions can be
a large factor in a business's success. Many aspects contribute to working conditions. Understanding what
contributes to an employee's working conditions can help employers comply with legislation and help
employees better understand their rights. In this article, we answer, 'What are working conditions?' and
explore 20 factors that influence them.

Working conditions

Working conditions are the physical and psychological conditions that workers are exposed to while working.
Conditions in a workplace can encompass everything from the working environment to an employee's terms
and conditions of employment. In turn, working conditions can significantly impact employees' health and
safety, mental well-being and productivity, and this can directly affect an employer's bottom line.

The importance of working conditions

It's in the employer's best interests to ensure that their conditions of employment and work environments meet
certain conditions. Another reason for employers to pay attention to the working conditions they provide is
the extensive legislation that governs working conditions. Working conditions are often a key determinant
when looking for work. If offered two similar positions, most people would accept the role that has better
working conditions. Businesses that need to attract highly skilled and knowledgeable staff often compete to
offer the best working conditions.
Factors that determine working conditions
Here are 20 elements that can contribute to an employee's working conditions:
1. Physical environment
This can include everything from office layout and design to noise, cleanliness and safety precautions.
Employers have a legal responsibility to ensure that the physical environment is free from health and safety
risks. Measures such as ensuring a comfortable temperature, good lighting and appropriate ventilation can
make a big difference to employee comfort and wellbeing.
2. Working hours and patterns
The way work is structured can have a big impact on employee wellbeing. Irregular hours, long shifts and
working unsociable hours can all lead to work-life imbalance and have a negative impact on employee
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satisfaction. UK employers are required to give employees an uninterrupted break of at least 20 minutes if
they work more than six hours per day.
3. Wages and salary
The National Living Wage is the minimum amount per hour that workers are entitled to by law. In addition to
wages, salary and benefits such as bonuses, pension contributions and healthcare can all impact employees'
take-home pay. Employers wanting to attract and retain the best talent need to ensure they offer a competitive
salary.
4. Workload
The amount of work an employee is expected to complete in a given period of time can have a big impact on
their work and health. A too heavy workload may lead to stress and burnout, while a too light workload risks
boredom and feelings of underutilisation. The type of industry an organisation is in and the nature of specific
positions often determine what's considered an acceptable workload.
5. Overtime arrangements
Some people enjoy the opportunity to work extra hours and receive overtime pay, but feeling pressured into
working excessive hours can have negative consequences. UK employment law states that employers can't
compel their employees to work more than 48 hours per week. If an employee is happy to work more than 48
hours, they can opt-out of the 48-hour limit by signing an agreement with their employer.
6. Holiday entitlement
The amount of holiday entitlement an employee receives and how employers manage holiday requests can
have a big impact on how employees feel about their job and employer. Employees are legally entitled to 5.6
weeks' paid holiday per year. Known as statutory leave entitlement or annual leave, this equates to 28 days for
someone working full time.
7. Employee benefits
As well as salary, employers may offer their employees a range of benefits. These can include things like
private healthcare, gym memberships, company cars and share schemes. Employee benefits can be a crucial
factor in how attractive a job is and staff retention.
8. Support for working parents
Offering on-site or subsidised childcare can make a big difference to working parents. This type of family-
friendly benefit can help attract and retain top talent and show an employer's commitment to supporting
employees with young children. Employers that don't have childcare facilities may find it easier to recruit and
retain employees with childcare responsibilities by offering flexibility around working hours.

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9. Interpersonal relationships
The way employees interact with their colleagues, managers and clients can have a big impact on job
satisfaction. A positive working environment where employees feel respected and supported is more likely to
lead to high levels of job satisfaction. Employers can encourage positive interpersonal relationships by
investing in training and development programmes that promote teamwork and communication.
10. Inclusion and diversity
Feeling included and valued in the workplace is crucial to job satisfaction. A diverse workforce can bring
different perspectives and skills to an organisation, but it's important that all employees feel included and
respected. Employers can promote inclusion and diversity by ensuring their recruitment practices are fair,
offering flexible working arrangements and being mindful of unconscious bias.
11. Managerial support
Conflicts with managers are one of the most common causes of job dissatisfaction. Employees who feel that
their managers trust and support them are more likely to be satisfied with their job. Managers can support
their team by being approachable, setting clear expectations and providing feedback.
12. Employee assistance programmes (EAPs)
Employee assistance programmes (EAPs) are designed to help employees manage personal and work-related
problems. Offering an EAP can show employees that their employer is committed to their well-being. EAPs
can include counselling services, financial advice and legal support.
13. Communication
Employees who feel informed and involved in decision-making are more likely to be satisfied with their job.
Poor communication is often at the root of job dissatisfaction. Employers can improve communication by
being clear and concise in their communications, providing regular updates and encouraging employees to
give feedback.
14. Training
Training is an important part of professional development and maintaining good working conditions.
Employees who feel that their employer is investing in their development are also more likely to be satisfied
with their job. Employers who offer continued training may benefit from increased employee engagement and
retention.
15. Progression and development opportunities
Opportunities for progression and development can be very important for employees who want to progress in
their careers. Employees who feel unable to progress in their careers may become dissatisfied with their job
and look for work elsewhere. Employers can create progression and development opportunities by investing
in training and development programmes and providing mentorship programmes.
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16. Company culture

Company culture is the set of values, behaviours and beliefs that define an organisation. A positive company
culture can advance job satisfaction, while negative company culture can lead to job dissatisfaction.
Employers can promote positive company culture by establishing clear company values, communicating
openly and regularly, and being open to feedback.
17. Disciplinary procedures
While disciplinary procedures are essential, they can lead to poor working conditions if they are not handled
carefully. A dismissal that's deemed unfair can result in costly legal action. Ensuring that disciplinary
procedures are fair, transparent and applied consistently is vital to maintaining a good working environment.
18. The consequences of making a mistake
Making a mistake at work can be stressful in the best circumstances. A culture of fear and blame may cause
employees to hide mistakes, which can lead to more serious problems. Employees who feel that they can
learn from their mistakes without being punished are more likely to be happy with their working conditions.
19. Occupational stress
Occupational stress can lead to absenteeism, reduced productivity and increased staff turnover. Employers
can help reduce stress levels by providing support and resources, promoting a healthy work-life balance, and
encouraging open communication. Highly stressful occupations may benefit from stress management
programmes.

20. Job security

Job security is often linked to job satisfaction. The fear of losing one's job can be a big source of stress for
employees. Employers can promote job security by offering contracts, ensuring job descriptions are up to
date, and providing opportunities for regular feedback.
Some of the factors that cause poor working conditions are
o A poor workplace culture that involves harassment, discrimination, lack of recognition, or unhealthy
competition.
o Physically dangerous or hazardous environments that could be improved, such as poorly-lit spaces,
inefficient processes, or unhygienic facilities.
o Lack of innovation and technology that hinders growth and productivity.
o Workplace politics that create unsynchronized or disengaged employees.
o Lack of concern for employees' health and safety, or poor employee benefits
Poor Working Conditions

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Creating an efficient and comfortable workspace is essential for the office's outlook. The office's outlook
significantly boosts employees' morale and makes them more productive. Poor and unfavorable work
conditions make your employees lethargic and unmotivated, which hinders the overall growth of your
organization. Some of the most common poor working conditions include the following
1. Poorly-lit Spaces!
Well-lit rooms and office spaces are essential. Rooms with bad lighting can put unnecessary and unwanted
stress on the eyes, affecting productivity. Dim lighting can cause tripping and falling hazards, too, which can
have devastating effects.
2. Bad lighting is related to multiple other factors such as eye strain, headaches, and anxiety in more
pressuring work environments. As we spend much of the day in artificial lighting, there is evidence that the
lack of natural sunlight harms the body and the mind.
2. Inefficient Processes That Hinder Growth
Workplace processes are as important as any other operation of the organization. Therefore, it is crucial to
keep evaluating the organization's ongoing processes, which allows you to identify the allowing you to
identify further improvement prospects soon for welcoming suggestions that can motivate your coworkers to
perform better.
3. Uncompetitive Work Culture and Disengaged Employees
Healthy competition anywhere is one of the fundamental driving forces for employees to perform better. Your
company culture directly influences employee engagement and productivity. Much of today's workforce will
choose to move on to a new job if the workplace culture doesn't meet their expectations. Just like a bad
attitude, negative company culture is contagious. It lowers employee engagement and reduces productivity.
4. Lack of Innovation and Technology
This is probably the only highly essential condition, especially in the present era of COVID-19, when
everything has gone online. Every business, every entity (big or small), is digitized and is entirely dependent
on smooth and updated technology that always ensures connectivity.
Inefficient technology either for workplace management or mailroom management hurts productivity in a big
way. Technology that's slow, outdated, or ineffective is frustrating to use. And over time, that frustration can
erode employee satisfaction and even push employees out the door. Therefore, utilize the latest and
innovative technology to modernize different operations at your workplace and increase productivity of your
employees.

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5. Workplace Politics with Unsynchronized Employees

Office politics primarily consolidates as people taking advantage of others using their abilities, social skills,
and persuasion in the work environment. Whether the politics originate in the public sphere or between
individuals within the office, the harmony and cooperation in the workplace.
Political issues can grow into a complex series of complaints on both sides as employees make free speech
claims and managers respond with charges of poor performance and lack of thorough work. This is a
dimension of workplace environments that is generally unavoidable.
It should be clear that office politics must be addressed as a management concern. Ultimately, an organization
is only as good as the decisions its people make. Anything, including office politics that diminishes or
obstructs their ability to make effective decisions, must be remedied for a company to succeed.
6. Poor Workplace Hygiene
A clean and hygienic environment is one of the most important selling points of office space. Especially
considering the pandemic times, the bar of hygiene and cleanliness has been kept very high. Shared office
spaces and facilities generally tend to quickly spread and transmit these germs, which can harbor high levels
of viruses and bacteria.
Poor hygiene standards reduce people's ability to focus on their work and trigger a negative mindset. This
can affect productivity and morale. A dirty or untidy office puts off potential clients and hires, too. People
gain instant insight into your workplace culture when they step into your premises, and wrong first
impressions do nobody any favors.
7. Lack of Concern for Employees' Health and Safety
An employee's health and safety significantly contribute to his well-being. A healthy worker is mostly more
productive with his assigned tasks, and better performs them promptly. Similarly, safe environments are also
highly essential to give your employees the boost to work more effectively and efficiently.
Poor working conditions involving your health and safety could ultimately lead to you having the right to
refuse to work until your employer corrects the situation or until your employer investigates and determines
that there are no safety violations.
8. Poor Employee Benefits with Low Employee Productivity
Compensation and workplace benefits are given to employees in return for their services rendered, and it is
often the cornerstone of a productive workforce. The quality and performance of your company's talent pool
are usually directly dependent on how well you execute your employee benefits strategies. A good package of
employee benefits ensures employee retain their position in the organization. Employees will be more
inclined to stay in their role, which saves potential expenses related to turnover.

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Furthermore, these benefits are also a huge motivating factor for employees to strive for greater heights
continuously. It offers them a reason to work hard and keep driving towards achieving the next milestone.
9. Unreasonable Workloads With Additional Stress and Fatigue
Stressing work environments have recently come to the forefront, which is neither concerned with the
company's or employee's productivity nor are they beneficial to the organization in the long run. Serious
measures need to be taken into consideration to minimize these exhausting work environments so that
employees can achieve maximum productivity.
A stressed workforce can have detrimental effects on your organization. Your employees may lose their
motivation, engage in conflicts, and have difficulty completing their tasks. Poor mental focus, sleep
deprivation, fatigue are all common side effects of work-related stress.
10. Lack of Recognition and Achievement on Public Platforms
Employees feel happy and motivated when they know they matter and, most importantly, their work matters.
And employees who are so glad and motivated tend to be more industrious. Amplifying their happiness
further through acknowledging their efforts publicly or in person is what recognition is all about. However,
employers often confuse recognition with rewards and end up associating it with extra expenses. But praising
employees can be as simple as saying a simple "Well done" or "Good Job." An employee works hard to hear
these words from their seniors, and you shouldn't hesitate to say them.
11. Poor Job Security for Growth of the Company
Establishing and maintaining employee job security is essentially about the company admitting that it will
only be as good as the structure management has implemented. Creating job security goes way beyond
establishing a legal contract, and at the center of it is a good relationship between the employer and
employees. For an employee, job security means the security of income, which will translate into reduced
stress.
Job satisfaction levels decrease when an employee feels threatened by a lack of job security. A worker is
filled with feelings of discontent and uncertainty when his future at the company is uncertain, which leads to
resentment. When an employee feels threatened by a lack of job security, she may stop putting the necessary
effort into completing assignments and interacting with colleagues due to having no future with the
organization.
12. Unstable and Unpredictable Business Continuity
Business continuity planning is essential to keep people productive during planned or unplanned disruptions,
protect the business from financial losses, damaged reputation, weaken customer and partner relationships,
and lose productivity.

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Whether planned or unplanned, business disruptions that aren't managed effectively come at a high cost. Lost
revenue, missed sales opportunities, and broken service level agreements can have a devastating financial
impact. An inadequate response can harm the company's public image and the confidence of its customers
and investors.
13. Unfair Terms and No Incentives of Employment
Management matters for the success and profitability of companies. Simple but effective management
practices can improve the productivity of companies substantially. Many of these management practices
relate to an organization's structure, particularly its workflow and control. But the relationship between
managers and workers is also essential. This relationship is characterized by both the wage paid to a worker
as an incentive to work hard and the worker's perception that he or she is being treated fairly.
If workers believe that their employer is acting unfairly towards them, this can significantly reduce their
performance at work. Unfair behavior towards workers can be costly for the employer, even if the only
directly affected workers have quit the firm. This is important for any organization that has to accommodate
economic shocks by reducing labor costs.
14. No Remote Work Mindset in the Prevailing Pandemic
During the COVID-19 pandemic, millions of employees worldwide transitioned to remote work. As a result,
organization leaders who may have never considered allowing employees to work from home must now
evolve their thinking about being productive and measuring and managing productivity from afar.
Furthermore, there are still several employers that are far from accepting this concept of remote working. This
mindset needs to be inculcated and accepted as early as possible, especially in these unprecedented times to
ensure the smooth running of operations in companies to achieve maximum productivity.
15. Lack of Vision & Organizational Leadership
It is generally said that a unique idea is what forms the core of any successful business. Where that is quite
essential, it is the vision and the leadership that builds the idea far more essential to determine the success of
that business. An inspired leader who can motivate their team to perform at their full potential is much
needed to create an organization where people can achieve remarkable things even with average talent.
The majority of people generally perform only to the minimum acceptable standards. These standards could
be perceived standards in their heads or generally accepted standards in the organization. The types of leaders
& mentors heavily influence an employee's success and performance, which they can observe and learn from.
One of the leader's most important qualities is to motivate the team to perform to their full potential, if not
beyond.

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Leadership commands an even more significant role in a startup since it is difficult for new businesses to
attract the best talent due to limited resources.

Strategies to Improve Your Employees’ Health and Well-Being

Your company may pride itself on being a good employer. But even with the best of intentions, your
company could be hurting employees’ health and well-being because of the way the work is organized.
Working conditions and the demands of the work environment are a significant source of stress for many
Americans, and research has found that the design of work can have substantial effects on employee well-
being and health as well as health care expenses.
1. Give workers more control over how they do their work.
Research indicates that having little discretion over how work gets done is associated not only with poorer
mental health but also with higher rates of heart disease. What’s more, the combination of high work demands
and low job control significantly increases the risks of diabetes and death from cardiovascular causes. Even
relatively small changes in worker autonomy can make a difference in employee well-being. A study in a
customer service call center, for example, found that giving its employees more training so they could take on
new tasks and resolve more customer complaints on their own improved both the employees’ well-being and
their performance on the job

2. Allow employees more flexibility about when and where they work.
Several studies have found that giving workers more choice or control over their work schedules improves
their mental health. This can involve simply permitting varied starting and stopping times and easier trading
of shifts in jobs that must be done on-site. A more extensive work redesign at a Fortune 500 company —
where IT employees were given control over when and where they did their work but still collaborated with
their teammates to ensure needed coordination resulted in physical and mental health improvements for
employees as well as reduced turnover for the business.
3. Increase the stability of workers’ schedules.
Many retail and service companies today use “just in time” scheduling to try to match labor to fluctuating
demand. But erratic, unpredictable schedules make it hard for frontline workers to manage their personal lives
and family responsibilities. Research finds a range of negative outcomes occur for workers who have this
kind of erratic work schedule including poorer sleep quality and greater emotional distress.

4. Provide employees with opportunities to identify and solve workplace problems.

Giving employees opportunities to participate in workplace improvements can be an effective approach to
fostering their well-being. One study of doctors, physician assistants, and nurse practitioners found that those
who were invited to participate in a structured process of identifying and addressing problems in their

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workplace exhibited decreased rates of burnout and increases in job satisfaction. Employees who had had
opportunities to problem solve together were also less likely to say they wanted to leave their jobs — a key
benefit for organizations trying to retain valuable employees.
5. Keep your organization adequately staffed, so workloads are reasonable.
Research has found that high work demands — for instance, long hours or pressure to work very hard or fast
can take a substantial toll on employee health and well-being. In fact, numerous studies find that high
demands coupled with low control create health risks, including higher rates of symptoms of depression, high
blood pressure, and cardiovascular disease. Staffing up to spread out the demands may seem costly, but
employers also pay a real price when exhausted or ill employees burn out, are absent, or quit. The solution
may lie in changing staffing in a targeted way; for example, one study found improvements in efficiency and
job satisfaction when doctors were provided with a medical scribe trained to take over some of their charting
tasks.
6. Encourage managers in your organization to support employees’ personal needs.
Many employees are also caregivers for children or elderly parents, and they benefit from supervisors who are
more supportive of the challenges they face in trying to balance their work and personal lives. A study in
nursing homes found that employees whose managers were more accommodating of their family needs had
fewer risk factors for cardiovascular disease and also slept better. Studies in health care and grocery store
settings have examined training programs for managers to increase family-supportive behaviours, with
promising findings for work-life balance and health. Employers also benefited because workers whose
managers had this training reported higher job satisfaction, better job performance, and less interest in leaving
their jobs.

7. Take steps to foster a sense of social belonging among employees.

Creating a work culture in which employees can develop supportive relationships with their colleagues can be
an important strategy for increasing worker well-being. Research has found that such relationships at work
are associated with lower psychological distress, an indicator of poor mental health.

Fostering a sense of social belonging doesn’t have to be a complex or expensive proposition. One study of
911 dispatchers, who have highly stressful jobs and high rates of burnout and turnover, had supervisors send
one email a week prompting dispatchers to provide support to one another by sharing affirming stories about
their work. For instance, one email shared the story of a dispatcher who was able to save the life of someone
who called 911 by connecting the caller to appropriate resources. Dispatchers who received the emails
encouraging them to share such stories with one another reported a significant decrease in burnout and were
50% less likely to quit

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Actors involve in working condition

Safety management involves an array of activities aimed at reducing workplace hazards that could otherwise
cause personal injury, facility damage or result in legal repercussions against an organization. In order to
cultivate a robust safety culture, organizations engage safety managers who develop, spearhead the
implementation and upgrade safety procedures in a facility in strict adherence to legal provisions.
Safety management roles vary based on the facility’s organizational structure and complexity. It is the duty of
a safety manager to ascertain that a facility operates in accordance with the statutory health and safety
standards, while at the same time developing proactive contingency plans to address probable emergencies.
A well-organized maintenance department complements the efforts of a safety manager by ensuring that
facilities and production equipment operate correctly and safely. Coherent maintenance programs eliminate
incidences of unplanned breakdowns which may escalate workplace accidents.
Maintenance operations are high-risk activities that involve non-routine operations and must be undertaken
within strict timelines. Maintenance personnel come to close contact with machinery to undertake corrective
measures. In some cases, they are obliged to operate in confined spaces or at heights, increasing their
exposure to hazards. Maintenance operations demand strict adherence to safety protocols as the probability of
accidents due to human errors spiral while maintaining facilities.
Roles
1. Formulation of Safety Policies and Procedures
Safety managers are responsible for guiding maintenance teams and the entire organization towards accident
free workplaces through the formulation of wholesome, realistic and understandable safety policies.
In order to accomplish this, the safety manager examines the provisions of the Occupational Safety and
Health Act (OSHA). This lays the ground for the safety manager to perform a thorough health and safety
audit of a target facility, evaluating dominant hazards and the inherent safety impacts of all equipment and
systems. The safety audit scrutinizes the maintenance team’s work practices and their overall preparedness to
respond to emergencies.
Facility occupants provide valuable information regarding daily operations and routine maintenance
activities, offering invaluable insights into frequent safety issues. This helps the managers to identify
additional safety aspects that may be overlooked during the safety audit. They highlight previous scenarios
and expound on corrective measures that were adopted to keep the situation under control.
Collectively, the data from the safety audits, examination of maintenance and production plans, and the input
of occupants constitute the backbone for the organization to devise and document a detailed and clear safety
policy.
2. Monitoring Execution of Safety Policies
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Safety managers oversee the implementation of all the documented safety policies, keenly evaluating the
integration of the policies to facility maintenance operations. Physical anomalies identified during the audit
must be immediately rectified, after which a proactive plan is adopted to prevent similar occurrences in the
future.
During policy implementation, the safety manager liaises with senior management to provide adequate
protective equipment and appropriate work tools for all maintenance teams. Protective equipment such as
gloves, coveralls, safety boots, dust masks and goggles reduces exposure to hazards. Using the correct work
tools lessens the overall maintenance workload.
The safety manager will frequently traverse the facility to supervise and enforce compliance to safety
policies, detecting, recording and instantly correcting any policy violations. To gauge the success of the safety
program, the managers assess the correct usage of PPEs and work tools, and examine the trends relating to the
frequency of safety incidents within a facility.
3. Staff Training and Continuous Safety Assessments
The safety manager ensures that all maintenance personnel are privy to the facility's safety policies, promptly
informing them of any changes. The manager conducts rigorous training through on-the-job training and
provides visual or text materials for reference. The training period provides an opportunity for maintenance
teams to seek clarifications on unclear clauses included in the policy.
For policies that are accompanied by the introduction of additional safety equipment such as alarms, the
safety manager will guide sectional heads and maintenance teams in elaborating how the additional
enhancements will affect their routines.
As technology advances, facilities are obliged to adopt multiple production and maintenance solutions in
order to boost productivity and enhance safety. These changes affect safety policies requiring them to be
continuously upgraded so as to compete favorably in a dynamic market. Safety managers are always
assessing existing policies to identify loopholes and establish a database of emerging safety gaps in
maintenance activities and proactively providing solutions to them.
4. Formulate Procedures for Reporting and Documenting Accidents
Despite the efforts by organizations to inculcate unique safety cultures in their facilities, isolated incidents
summing up to 2.8 workplace injuries per 100 full-time workers were reported in 2020 to the US Bureau of
Labor and Statistics (BLS). With such cases, it is vital that safety managers develop transparent systems
through which maintenance teams can report and document accidents.
Workplace accidents, both minor and major, occur without notice leaving maintenance teams in a state of
confusion. If not well managed, emergency situations balloon rapidly causing irreversible damage. While

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creating an accident reporting system, the safety manager outlines reliable emergency measures to keep
accidents under control.
Part of the measures includes; safe evacuation plans in case of fires, basic first aid procedures, safe shutdown
procedures and protective sheltering. The system must also provide mechanisms to account for all staff once
the risk has been eliminated.
5. Formulation of Safety Awareness Campaigns
The best way for safety managers to test the readiness of maintenance teams to respond to emergencies in a
facility is through simulated safety drills. Safety managers may at their own discretion formulate an
awareness plan to verify the team’s acquaintance to existing safety procedures.
To encourage participation of team members in fostering workplace safety, the managers devise reward
programs in order to compensate individuals who strictly follow the established safety guidelines. Safety
awareness campaigns enhance staff familiarization to facility safety regulations while nurturing a positive
safety culture among individuals
What is workplace health assessment?
A workplace health assessment is a process of gathering information about the factors that support and/or
hinder the health of employees at a particular workplace and identifying potential opportunities to improve or
address them

 A workplace health assessment is a process of gathering information about the factors that support and/or
hinder the health of employees at a particular workplace and identifying potential opportunities to improve
or address them.
 A workplace health assessment helps to identify the current picture of health at a company as well as ways
to improve it that can potentially increase productivity, decrease absenteeism, and control health care costs
for both employees and the organization as a whole.
 It is a necessary first step before goals are developed, resources allocated, strategies adopted and
interventions implemented, employees participate, and outcomes are measured.
Factors influencing workplace health
Many factors influence health in the workplace and can be impacted by supportive changes within the
following levels of influence:

 Individual elements of an employee’s health, such as their health behaviors, health risk factors such as high
blood pressure, and current health status

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 Interpersonal elements of an employee’s social network including relationships with managers, coworkers,
and family that provide support; mentoring or role models
 Organizational elements of the workplace structure, culture, practices and policies such as benefits, health
promotion programs, work organization, and leadership and management support for workplace health and
safety initiatives
 Environmental elements of the physical workplace such as facilities and settings where employees work as
well as access and opportunities for health promotion provided by the surrounding community where
employees live
How to conduct workplace health assessment?
A workplace health assessment involves learning about a workplace and the health of its employees.
Employee health is determined by a complex set of interactions between the individual and their social,
cultural, and physical environments and can be influenced in many ways. It is important to assess employee
health from a number of perspectives using multiple sources of data to gain a more complete picture of the
determinants of health. For example, reviewing health care costs will provide information on which health
conditions are the biggest contributors to the total, but do not provide insight into what factors contribute to
those conditions.
The types of data sources that will be available will depend on the workplace. Some data is readily
available, other data may need to be requested from a third party, and some may not be currently available
requiring a decision whether to collect it or not. The types of data sources used to gather information in a
workplace health assessment may include:

 Site visits: Site visits are in person observations of the workplace setting and includes interviews with
managers and employees to discuss health attitudes and beliefs; and review health promotion programs and
policies; and evaluate the worksite environment for health risks
 Employee surveys : Examples of employee surveys include Health Risk Appraisals; employee satisfaction
and interest surveys; safety surveys and routine inspections
 Health benefits : The type of coverage and covered services employee receive under the health plan;
vacation and sick time; access to health promotion programs
 Health care and pharmaceutical claims : A source for identifying the common health conditions and
procedures for which employees are seeking health care and their costs
 Other data sources: Examples include time and attendance; injury; and participation in, satisfaction with,
or outcomes from other employee health programs

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Other data sources may also provide information that will be useful for designing and evaluating a workplace
health program. Such data sources include data on injury prevalence, causes and workers compensation;
absenteeism; use of existing health programs such as EAP or fitness facilities. A possible list of data sources
is provided in table below

Workplace Conditions Assessment (WCA)

Workplace Conditions Assessment (WCA) is a program that provides a cost-effective solution for
companies and facilities seeking to improve workplace conditions. It is a data-driven, software-based
community platform that enables automated data collection leading to ratings based measurable audit results.
The WCA audit standard adjusts the GSCP standards adopted by large retail organizations. The program
enables companies to efficiently evaluate workplace conditions with the right techniques and uses common
and accepted industry standards.
The Workplace Conditions Assessment (WCA) is undoubtedly a very effective and powerful tool for
evaluating, benchmarking and continuously improving supplier workplace conditions. Companies do not have
to spend extra time or effort to evaluate their suppliers with the Workplace Conditions Assessment (WCA). A
web-based platform supporting the Workplace Conditions Assessment (WCA) program automates audit
processes and increases efficiency across the entire supply chain.
Scope of WCA
We can list the subjects that the program evaluates about a workplace as follows:

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- Labour: Child labour or forced labor is at the forefront of the issues evaluated under this heading. In
addition, discrimination in the workplace, discipline, all kinds of harassment or abuse, the rights of
workers to organize and work contracts are also discussed.
- Wages and hours of work: Working hours and wages of workers; in addition, social and fringe
benefits are also evaluated under this title.
- Health and safety: Measures to be taken regarding health and safety in the workplace, emergency action
plans, regulations on chemicals and dangerous substances, etc. are also within the scope of the Workplace
Conditions Assessment (WCA).
- Management systems: Documentation, workplace records, feedback from workers, inspection and
corrective actions are evaluated under this heading.
- Environment: One of the most important issues for the Workplace Conditions Assessment (WCA) is the
environment. Environmental management systems, greenhouse gas emissions, waste management and
compliance with the laws on these issues are included in the environmental title.
The Workplace Conditions Assessment (WCA) is important for different reasons;
o It provides a powerful, cost-effective solution for companies and facilities seeking to improve workplace
conditions efficiently and in accordance with widely accepted industry standards and best practices 134.
o Its primary use is to measure workgroup climate, and its secondary purpose is to engage workgroup
members in a conversation about their particular climate so that together, they can find ways to improve
it2.
o It helps companies and suppliers improve transparency in supply chain and drive improvement in
workplace conditions in accordance with widely accepted social and environmental industry standards
and best practices3.
o It can lead to improved work conditions for a more content, healthier and productive workforce,
improved confidence in partnerships with suppliers through greater transparency and trust, reduction in
excessive auditing and duplication (“audit fatigue”), compliance with international and national
regulations, and building strong relationships with customers4.
o It is very important for universal credit, as it finds out what work-related conditions you must meet to
keep getting the benefit in full.

Advantages of Workplace Conditions Assessment (WCA)

- Firms integrated into the program gain advantages in:

- Workplace working conditions can be made more comfortable, healthier and more productive.

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- With the Workplace Conditions Assessment (WCA), a better decision-making mechanism can be created
based on real-time data and information management.
- It makes it easier to be a preferred supplier in the market as it fully complies with the best practices in the
industry.
- As a more transparent and trust-based business relationship can be built with the Workplace Conditions
Assessment (WCA), better and longer-term partnerships with suppliers can be formed.
- It is possible to reduce the loss of time and audit fatigue arising from repetitive continuous audits.
- Motivation is increased with the awards and certificates presented to suppliers who successfully pass the
audits required by the program
Work and life balance is a concept that aims to achieve a healthy and satisfying distribution of time and
energy between one's work and personal life. It does not necessarily mean an equal balance or a clear
separation of work and life, as different people may have different preferences and needs. Some have
suggested using the term work-life integration instead, to emphasize the synergistic blending of work and life
as different aspects of one's self
Conclusion
Creating an efficient and comfortable workspace is essential for employees, and it significantly contributes to
boosting morale and making your employees more productive. Poor and unfavorable work conditions and
environment are bound to bring the employees' opposite picture to the forefront. Not only do they make your
employees lethargic and unmotivated, but they also hinder the overall growth of your organization

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CHAPTER FOUR:
HUMAN RESOURCE STRUCTURE AND DYNAMIC FUNCTION.
Human resources organizational structure (HROS) is the arrangement of human resources in an HR
department or team to achieve common objectives. It shows the roles and responsibilities, the reporting
systems, the employee relationships, and the operational processes of the HR staff. It can be structured
formally or informally, depending on the hierarchies, goals, and tasks of the HR function
The organizational structure of an HR department can have a big impact on business functions, productivity
and efficiency. In this article, we explain what an HR department is, its functions, how an HR department is
structured, steps to structure an HR department and some tips for structuring an HR department.
HR department
A human resources (HR) department is a company division that manages employees, ensures their
satisfaction and that they have what they need to perform their job. HR departments work to give a company
a defined structure and improve a company's productivity and workplace culture. In a business environment
that's constantly changing, HR departments can make it easier for companies to find qualified employees.

What does an HR department do?

An HR department handles activities related to an organization's personnel. HR departments are often

responsible for finding, screening, interviewing, on boarding and training job candidates. HR departments
also oversee employee compensation and benefit programs. They make sure the company is in compliance
with all labour laws, including applicable employment regulations based on the geographical area the
business operates in such as the number of allowable breaks for employees.
Another responsibility of an HR department involves managing employee relations and mediating areas of
conflict to keep the work environment running efficiently. HR departments often encourage employees to
bring their concerns directly to them. The department can also play a crucial role in ensuring employees stay
productive and on task. Many departments use performance improvement plans to help employees improve
their performance level and better meet objectives. Many HR departments also routinely gauge employee
satisfaction through surveys and questionnaires.
How is an HR department structured?
Factors such as the type of industry, size of the organization, business climate and budget of the organization
can influence how a company decides to structure their HR department. Here are the different ways
companies can structure their HR departments:

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Centralized structure

Larger organizations have a centralized HR structure, where a corporate office makes decisions on behalf of
the entire organization and supports activities for the whole company. Centralized structures often operate
hierarchically, with a designated HR manager that reports to upper management, who gives them a set of
goals to meet with the HR team. There are often separate managers for recruitment and employee
development, who both report to the designated HR manager of the company.
Companies that use centralized structure hire HR personnel with background and training, specifically in
human resources. Consolidating HR activities into one location can also improve operational efficiency
because all divisions and components of the organization receive the same, consistent training and
compensation.
Decentralized structure
With a decentralized structure, the company distributes HR functions across different units of the business,
such as geographical area, product line or department. The HR team often operates independently of other
units and there are multiple points of authority that make decisions. A decentralized structure can also mean
each department in a company takes an active part in the decision-making before HR makes a final decision.

One advantage of a decentralized HR structure is that it can often increase the communication level between
employees and management and improve the working relationship between the two. A decentralized model
can also increase flexibility in the company because it allows departments to address their needs to
management separately.

Matrix structure

A matrix structure combines the centralized and decentralized structure, with a central department but
independent HR functions that are specific to different business units. In this structure, personnel can report to
the designated HR manager but also report to separate departments in the company.
Many businesses use a matrix structure because it can make it easier to assign a separate HR professional to
handle a certain aspect of human resources, such as employee benefits, as the company grows in size. A
matrix structure can be advantageous because having different levels of HR can help ensure that important
information becomes widely shared, therefore allowing for a faster response.
Outsourced structure
With an outsourced structure, a company often hires an outside agency or third party that becomes solely
responsible for the primary HR functions in the company. This structure is common in smaller organizations
that typically don't have the resources or budget to hire in-house HR staff. An outsourced structure can be

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beneficial for a company that wants to control costs and save time, which enables management to focus more
on business processes within the company
How to structure an HR department?
It's important to be aware of what your company's growth projections look like and what your needs are
before deciding on a structure. Here are a few steps to help you effectively structure your HR department:
1. Understand key functions and company needs
Understanding and identifying the functions of an HR department and how it strengthens organizational goals
is an important first step in structuring a department. Most companies have a consistent need for recruitment,
training and development, conflict resolution and compensation and benefit administration. Smaller
companies often have different HR needs than larger ones, and identifying the specific HR needs of your
company can help you decide on the right structure.
2. Choose a structure that meets your goals
Thinking about the distinct divisions in your company, the size of your company and your company's
operational plan can help you decide on a structure that best meets the needs of the organization. It's
important to consider the size of your team in deciding on an HR structure.
If you have a larger company, you may want to think about hiring different positions that oversee separate
aspects of human resources. If you have a smaller company, you may want to look into outsourcing an HR
department and check that the third party you choose offers everything you require.
3. Identify your HR team competencies
Competencies are knowledge, skills, abilities and characteristics that contribute to individual performance. In
building an HR team, you may look for certain core competencies to better ensure your HR department can
effectively manage employees in the company. Here are some competencies often required of an effective
human resources professional;
 Communication: Since HR professionals often interact with many employees of different areas
including management, the ability to communicate effectively is highly important.
 Leadership: The ability to lead a company in building a collaborative, welcoming environment and
engage employees helps companies to retain talent and keep employee satisfaction high.
 Business acumen: Having strong knowledge of an organization's vision, mission, strategic goals and
culture can help an HR professional craft policies and design activities that best serve the interests of
the organization.
 Relationship management: A large part of managing employees involves the ability to manage
relationships and having skills in this area can help HR professionals advocate for employees.

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4. Consider the department's size

The size of an HR department will vary depending on the size of the organization and scope of the HR
department. For example, an HR department that uses extensive training and development programs to
improve business results through an organization will most likely be significantly larger than one that only
handles recruitment, benefits and payroll. When business focuses change, an HR department may also
undergo restructuring to better accommodate the shift.
5. Define measures of success
Once you have your HR department, defining measures of success can help you ensure the company is
operating at the right level. HR metrics use a variety of data to measure the efficiency of a company's HR
program. Common HR metrics include workplace productivity, employee turnover, employee satisfaction,
manager satisfaction and training efficiency.
Tips for structuring an HR department
Here are a few tips for structuring an HR department in a way that provides value:
Choose the right provider
When outsourcing an HR department, it's important to carefully select a provider that can best meet the needs
and strategic vision of your organization. You can create a list of your specific needs to make it easier to
match your company to the right provider. Assess each potential provider on factors such as cost, record of
service and financial stability.
Use benchmarking
With benchmarking, you can compare your HR department with the industry or with similar organizations.
You can also set internal benchmarks by comparing data from different locations, business units or points in
time. This can give your insight into how HR practices impact performance and what needs improvement.
Consider diversity
A diverse HR department can better understand the individual perspectives and needs of employees. When
selecting an HR team, consider one that best reflects the entire organization. It's also important to think about
local differences if your team is in different locations.
Human Resources Organization Chart
What is a human resources organization chart for?
A human resources organization chart (sometimes also known as a human resources org chart or an HR
organization chart) is a visual diagram of the HR department’s internal structure. It includes names of
employees, their primary roles and responsibilities, and the relationships and hierarchy between them.
Organizational charts are often used company-wide as well as within specific departments like HR.

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The purpose of a human resources organization chart is to help HR, and your entire organization, understand
the department’s structure in a visual format. It is clear who reports to who and whom and who takes care of
what part of HR.
This makes it easier for business leaders to see whether strategies are being implemented and objectives met,
and it helps employees understand their roles in meeting those objectives. An HR organization chart also
identifies open positions and potential gaps in the structure.
A sample chart and your own chart can serve as a framework that helps you easily identify how your Human
Resources department can grow further.
Human resources organization chart: small business
Number of employees: 100 or less.
Key roles
At the top of the chart would be the CEO, or alternatively, there may be an HR director or manager. This
person would manage one or two HR team members, such as an HR specialist and a recruiting coordinator.
Other functions like payroll may be outsourc

Human resources organization chart: midsized business

Number of employees: 100 to 999.
Key roles
There will also be a CEO or a vice president of HR who leads the HR team in a midsized business.
Reporting to the VP will be an HR director, who may manage a couple of general HR managers and a
compensation benefits manager. These HR managers would be in charge of an HR generalist, an HR
specialist, and potentially a payroll specialist.
Also, reporting to the VP of HR will be a recruiting director. This person will manage several recruiting
coordinators

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Human resources organization chart: large business

Number of employees: 1,000+
Key roles
A large organization would maintain most of the roles in a midsized business but would likely alter the
structure and assign fewer functions to each HR employee.
Additional HR roles in a larger organization may include:
 Chief human resources officer (CHRO),
 Chief diversity officer
 HR business partner (HRBP)
 Human resource information specialist (HRIS)
 Training/L&D director
 Trainer

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How to create your human resources organization chart

As we explored in the previous section, the most efficient way to organize an HR team in large organizations
is to create separate units dedicated to a different function. There should be a team leader and an HR person
responsible for each required role within each unit.
Even if you have a small to mid-sized organization, it’s still practical to have each individual dedicated to and
focused on a different function.
Here’s a step-by-step process of how to create your own human resources organization chart.
1. Identify HR functions at your organization
Here are some typical HR functions:
Recruiting & Hiring
These employees are primarily responsible for attracting, screening, and selecting new talent for any
vacancies within the organization. They will devise a strategic recruitment plan for the team, look for and
identify vacancies, write job descriptions, create job listings, browse resumes, conduct interviews, provide
select candidates with a proposed offer and deal with salary negotiations.
Common job titles within the recruiting and hiring function include:
 Recruiter
 Recruiting coordinator
 Recruitment specialist
 HR Assistant
 Sourcers

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 Employer branding specialists

 Human resource information specialist (HRIS)
Learning & Development
The learning and development team is responsible for maximizing employee performance by providing
ongoing training opportunities to meet KPIs. Training may take place with existing employees as well as
newly hired candidates prior to their first day. Responsibilities include developing or finding effective
training courses and workshops, creating supporting materials and assessments, and managing any online
learning platforms.
Common job titles within the learning and development function include:
 L&D specialist
 Trainer
 Training coordinator
 Training specialist
 Training leader
 Training director
 Resource specialist
 HR specialist
HR Generalists
HR generalists are responsible for managing day-to-day tasks, including maintaining and updating any
records and databases, filing paperwork, posting job adverts, scheduling interviews, and anything else that is
relevant as and when required.
Common job titles within this function include:
 HR generalist
 HR admin
 HR coordinator
Human Capital Management (HCM)
Human capital management is responsible for all the processes related to managing people within the
organization in the most effective and efficient way. Tasks include creating and explaining compensation
packages, assessing employee ratio, employee performance management, diversity, and inclusion. It is
sometimes also HCM’s role to maintain the HR information systems.
Common job titles within the human capital management function include:
 Human capital management associate
 Human capital management consultant
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 Human capital management specialist

 Human capital management analyst
 Diversity officer
Employee Relations
Employee relations people exist to manage interactions between employers and employees. This includes
anything during the onboarding process, managing employee disputes, and disciplinary issues. They are also
responsible for managing relationships with any temporary employees, trade associations, and labor unions.
An employee relations manager will also oversee performance management efforts and recommend any
policy changes for approval as and when they see fit.
Common job titles within the employee relations function include:
 Employee specialist
 Labor relations specialist
 HR representative
 Employee relations officer
Compensation & Benefits
The compensation and benefits function exists to develop competitive pay and compensation packages while
meeting set budgets and managing payroll. This includes wages, salaries, bonuses, and any benefits (e.g.,
health insurance, a company car, etc.).
Compensation packages should be compared to similar organizations and adjusted accordingly to ensure it’s
attractive and relevant to employees and the new candidates they desire to hire.
It is also their responsibility to ensure all employees and new hires understand their compensation and
benefits package and can answer any questions that arise.
Common job titles within the compensation and benefits function include:
 Payroll & benefits administrator
 Payroll specialist
 HR compensation analyst
 HR benefits analyst
 Compensation manager
Health and Safety
The health and safety function exists to ensure the entire organization is aware of and adhering to the most
up-to-date health and safety best practices. This includes managing any training required, fire evacuation
procedures, and necessary employee certifications.
Common job titles within the compensation and benefits function include:
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 Health and safety officer

 Compliance manager
There should be at least one manager and potentially many assistants and specialists who report to them
within each core function. Larger organizations may also choose to organize teams and workload based on
location.
2. Collect details of your HR staff
The next step for creating a human resources organization chart is to add key details for each HR team
member. This may include the person’s name, role, picture, and email address.
3. Use a suitable tool to create your chart
There are several tools you can use to create your HR organization chart. Microsoft Word offers multiple free
templates for charts, while Canva is an affordable online design tool with thousands of templates and
graphics. There are also specific online software programs designed to help you create an HR organization
chart, like Lucid chart.
4. Make it accessible
Once you’ve completed the design of your chart, it’s time to make it visible to everyone within the
organization. If you have an online portal accessible by all staff, put it somewhere easy to access and send an
email letting everyone know where it is. Include it in welcome packs for new employees.
Your HR organization chart will help your employees know exactly who they need to contact for what, and it
will also help your HR team understand their primary responsibilities.
5. Update your human resources organization chart regularly
Don’t create a human resources organization chart once and then forget about it. This document should
regularly be updated when HR employees change roles or leave the organization, and new employees are on
boarded. You might want to assign this task to a specific team member to ensure it gets done.
Elements of an HR organizational chart
Different companies might have unique ways of representing their internal structures and organization.
Depending on the purpose of their chart, a company might incorporate unique elements or exclude specific
details. While organizational charts can vary, most contain similar elements, including:
Employee names
Using specific employee names can show who works in the HR department and what their specific roles are.
Some companies also use pictures along with names. Showing a name beside a job title and description can
make it easy for other employees to determine who the best resource is for specific requests or needs.

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Job titles
Job titles typically accompany an employee's name, showing their role within an organization. Job titles can
be helpful descriptors of someone's role within a company and they can also show seniority. For example,
senior leaders and managers might have C-level titles, or other descriptive words like vice president (VP) or
director, showing their position or authority within a company.
Relationships
A major reason companies use diagrams and charts to show a department's organization is because it can
make it easier to see employee relationships and hierarchies. For example, a manager on a chart might have
the employees they manage beneath their name on the diagram. Lines connecting them show the employees
report to the manager, and additional lines can show who the manager reports to. Showing hierarchies can
help employees know who to speak to regarding needs they have. It also shows them who manages specific
employees within the organization.
Job descriptions
Org charts often also contain job descriptions that offer additional insight into specific employees' duties.
These job descriptions help others know about someone's unique position within a company. They can also be
helpful if the person's job title isn't super descriptive. When there are vacancies in a chart, HR teams can
know which responsibilities don't have an owner. They can use this to reassign tasks or hire additional team
members.
Importance of an HR organizational chart
HR organizational charts are important for many reasons, including:
They help companies track open positions
An organizational chart can make it easy to recognize the importance of staffing changes and structures.
When someone leaves the organization, the chart can help hiring managers see the effects of an employee's
departure and realize who it might impact. This can help them get someone in the position or temporarily
redistribute work strategically.
They make it easier to visualize workforce gaps
Establishing a successful and high-performing team can take time and careful consideration. Charts can make
it easier to visualize workflows, reporting structures and individual responsibilities. This can help managers
and leadership teams spot unequal distributions of work or workforce gaps.
They help employees understand staff layers
Organizational charts can offer valuable support to employees, especially new employees, trying to
understand a company's staffing layers and needs. Understanding the functions of an entire team and how

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they interact often helps to show an organization's overarching goals and operations. It also helps employees
understand their role within the team by clarifying how their actions can affect others.
They offer visual representations of hierarchies and reporting structures
Organizational charts' visual aspects can aid in comprehension of hierarchies and reporting structures.
Employees can reference the chart if they need to know who to speak to about a specific issue or need. It also
helps them quickly communicate with others about the organization of the department and team.
How to use an HR organizational chart
If you're interested in using an HR organizational chart, here are some steps you can take:
1. Identify key roles and staff layers
First, aim to understand the structure and organization of the chart. Some charts list top positions at the top of
the diagram, while others might show them on the left. Work to understand the layout and identify key roles
within the chart and how they relate to other roles. Usually, lines denote relationships. Vertical lines coming
away from a leadership position usually show the individuals the leader actively manages. Horizontal lines
might denote equal authority or shared responsibilities.
2. Notice responsibility distribution and structure
Use the chart to get an overview of how the department's structure works. Notice how many people are in the
chart or how large specific teams are. If you're reviewing a chart to identify improper workload distributions,
workforce gaps or structural inefficiencies, try to examine the visual balance of the chart. This can help you
identify potential areas for improvement. For example, two employees might overlap responsibilities, or one
could have a much larger workload despite being in a similar or lesser position.
3. Start at the top
To fully understand the structure of the HR department, work from the top down. This can help you
understand the overall function of a team before you read about the individuals who make up a team. Reading
the chart this way can ensure you keep a larger perspective on the goals and responsibilities of the HR team.
4. Read the chart according to your needs
If you're a new employee, you can use an org chart to understand how the department works and who you
need to report to. Memorizing the chart can make it easier for you to place other employees in their roles and
understand your place within the larger structure of your organization.
If you're looking for ways to improve efficiencies or performance, then you might take a more analytical
approach to your review. Look at job duties and ensure the descriptions match the real applications of those in
the role. Learning about specific functions can help you reassign work, hire additional help or remove
redundancies within the organization.
Functions of HRM
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HR's primary activities include recruitment, administration, compensation and benefits, training and
development, and employee relations and performance management. However, they often do much more.
The following includes some of the different responsibilities of an HR department
Human Resources management has an important role to play in equipping organizations to meet the
challenges of an expanding and increasingly competitive sector. Increase in staff numbers, contractual
diversification and changes in demographic profile which compel the HR managers to reconfigure the role
and significance of human resources management. The functions are responsive to current staffing needs, but
can be proactive in reshaping organizational objectives. All the functions of HRM are correlated with the core
objectives of HRM (Table 1.1). For example personal objectives is sought to be realized through functions
like remuneration, assessment etc

HR management can be thought of as seven interlinked functions taking place within organizations, as
depicted in Figure 1.3 Additionally, external forces—legal, economic, technological, global, environmental,
cultural/geographic, political, and social—significantly affect how HR functions are designed, managed, and
changed. The functions can be grouped as follows
Strategic HR Management: As a part of maintaining organizational competitiveness, strategic planning for
HR effectiveness can be increased through the use of HR metrics and HR technology. Human resource
planning (HRP) function determine the number and type of employees needed to accomplish organizational
goals. HRP includes creating venture teams with a balanced skill-mix, recruiting the right people, and
voluntary team assignment. This function analyzes and determines personnel needs in order to create effective
innovation teams. The basic HRP strategy is staffing and employee development.
Equal Employment Opportunity: Compliance with equal employment opportunity (EEO) laws and
regulations affects all other HR activities.

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Staffing: The aim of staffing is to provide a sufficient supply of qualified individuals to fill jobs in an
organization. Job analysis, recruitment and selection are the main functions under staffing. Workers job
design and job analysis laid the foundation for staffing by identifying what diverse people do in their jobs and
how they are affected by them. Job analysis is the process of describing the nature of a job and specifying the
human requirements such as knowledge, skills, and experience needed to perform the job. The end result of
job analysis is job description. Job description spells out work duties and activities of employees. Through
HR planning, managers anticipate the future supply of and demand for employees and the nature of workforce
issues, including the retention of employees. So HRP precedes the actual selection of people for organization.
These factors are used when recruiting applicants for job openings. The selection process is concerned with
choosing qualified individuals to fill those jobs. In the selection function, the most qualified applicants are
selected for hiring from among the applicants based on the extent to which their abilities and skills are
matching with the job.
Functions of human resources departments
The human resources department holds responsibility for numerous tasks and activities that support the
business and its employees. The primary functions of the HR department include:
HR planning
The human resources department is responsible for setting plans regarding the company's future and its
workforce. This responsibility impacts many other HR functions, such as recruiting and hiring talent,
performance management and succession planning. HR professionals need to assess the company's goals and
objectives and determine workforce strategies that help accomplish them. For example, they may increase
hiring to meet production goals or recruit talent with a specific skill set to complete a specific project or
initiative. Often, the HR department collaborates with other departments to ensure it understands their needs
when planning.
When coordinating and developing these plans, the department must consider numerous factors. They need to
ensure their strategies align with the company's mission to promote consistent practices. HR professionals
also need to monitor external factors such as changes in laws or technology that may impact the company.
Taking these steps can help the company adapt as needed to such changes, enabling it to continue striving
toward its mission and goals and stay competitive in the market.
Talent recruitment and selection
The human resources department plays an essential role in attracting and recruiting talent to an organization.
They may work with managers to develop recruitment goals and identify the types of applicants they want to
reach or roles they need to fill. These professionals can also help create and post job postings, find qualified

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candidates and conduct the initial screening process. When seeking candidates, they may search professional
networking platforms or attend in-person events, such as job fairs.
HR professionals also assist with the hiring and on boarding process. They may send new hires their job offer,
assign their start date, negotiate salaries and begin the benefits enrolment process. On employees' first day,
these professionals provide a workplace orientation to familiarize them with the workplace and company
policies and procedures.
Compensation and benefits
The human resources department helps manage and oversee compensation and benefits provided to
employees. They work with managers to set salaries and negotiate them with employees as needed. Once
hired, the HR department adds employees into their payroll system and is responsible for ensuring that they
get paid promptly according to the payment schedule. This department also monitors salary standards within
their industry to ensure the company remains competitive. If the company cannot offer a competitive wage,
they may compensate with additional benefits.
Employees also typically receive a benefits package, which may include health and dental insurance, life
insurance, 401(k) and retirement plans and paid time off . As part of their role, HR professionals develop
these packages and implement policies and guidelines. They may negotiate group rates with insurance
providers and coordinate activities related to retirement planning. The HR department communicates with
employees about their benefits by answering questions, reminding them of relevant deadlines and even asking
for feedback on any other desired benefits.
Health and safety
The human resources department is responsible for developing and implementing health and safety measures
in the workplace. Under the Occupational Safety and Health Act of 1970 (OSHA), employers must provide a
safe working environment. This department needs to be familiar with OSHA regulations and follow them by
overseeing safety training, managing injury logs, reporting injuries and handling any compensation needs that
arise as a result. The safety measures implemented may be industry-mandated or ensure general safety, such
as harassment policies and emergency planning.
Labour law compliance
Along with health and safety regulations, the human resources department also ensures the company complies
with relevant labour laws. Maintaining compliance with such laws can help prevent complaints regarding
employment practices or workplace conditions. HR professionals receive training on state and federal laws,
such as the Fair Labour Standards Act, Title VII of the Civil Rights Act, the National Labour Relations Act
and the Family and Medical Leave Act.

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These professionals manage paperwork, establish policies and coordinate training to help ensure compliance.
Some of the areas covered by these policies include break requirements, working hours, harassment standards
and equal employment opportunities . They also update and maintain company handbooks to help employees
understand their rights and protections. The HR department also addresses any complaints regarding
compliance and takes disciplinary action as needed.
Training and development
As part of the HR planning process, the human resources department coordinates and manages employee
training and development. New employees typically undergo training to learn company policies and
procedures and the specific skills, tools or resources needed to perform their job. The HR department also
works with managers to create or implement programs that train the existing workforce on specific skills or
knowledge. These opportunities typically aim to improve their performance or achieve organizational
objectives. For example, a company that implements new technology may start a program to teach employees
how to use it.
Aside from internal training, the HR department may also help coordinate employee participation in seminars,
conventions, conferences or continuing education opportunities. Promoting professional growth in the
workplace can help employees feel more valued. This culture can help reduce turnover and improve
productivity and efficiency.
Employee and labour relations
The human resources department often oversees the relationships between employers and employees and their
managers. During conflicts, an HR professional may step in and serve as a mediator. The department also is
responsible for addressing employee complaints surrounding the workplace. In organizations with unionized
employees, it may also be responsible for managing union contacts. The department ensures that company
policies and procedures meet union requirements and consistently communicates with them to maintain
positive relationships. Staying in contact with unions can also help the organization identify any potential
problems and resolve them to prevent escalation, such as strikes or protests.
Employee well-being
Human resources professionals also ensure the general well-being of the organization's employees. They can
promote and implement health and wellness activities to help employees avoid burnout. For example, they
may encourage employees to use their days off or coordinate wellness challenges. HR professionals may also
provide individualized help to employees facing personal problems. They may provide specific resources or
assistance to help minimize the issue or discuss options the employee can take, such as time off and other
benefits.

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Performance management
The human resources department also helps oversee the job performance of its company's employees.
Performance management often includes activities like performance reviews between employees and their
managers. These activities help assess whether the workforce is meeting organizational goals and objectives.
The HR department can use the insights gained to create or provide training and development opportunities as
needed. Conducting exit interviews can also aid the performance management function, as it helps HR
professionals understand why employees choose to leave. If the department identifies a common concern, it
can then start making improvements to help ensure employee retainment.
Career and succession planning
As a component of HR planning, the department may conduct activities related to career or succession
planning. When high-level positions are expected to become available, the HR department can work with
managers to identify top-performing employees who could serve as replacements. Beyond job performance,
they may also evaluate potential candidates based on their internal reputation and the relevant skills they
could bring to the role. Having a succession plan in place can help avoid disruption to the company.
Company culture and engagement
The HR department creates a workplace environment that engages its employees. It may coordinate activities
that encourage participation and networking, such as retreats, contests or office parties. These professionals
may also develop regular newsletters that keep employees informed about company news or events. When
employees feel engaged at work, it can help boost morale and improve retention rates.
Another engagement method is to offer incentives or rewards for employees' performance or participation in
workplace activities. For example, the company may establish a referral program to increase its hiring efforts
and provide a monetary reward for individuals who refer candidates. When hosting contests, winners can
receive gift cards or other tangible rewards. These types of incentives can help make employees feel
appreciated and excited to come to work.
Job evaluation
The human resources department may be responsible for analysing the job roles within an organization. These
professionals assess each job and identify its appropriate title, tasks, responsibilities and the skills needed to
perform it. As positions may change over time, the department is also responsible for updating their
descriptions when necessary. This responsibility can aid HR planning and recruitment processes. The
department also evaluates positions to determine their value. They use various methods, such as ranking
positions or classifying them into specific categories. This evaluation helps the organization determine how to
reward or compensate individuals in those roles fairly.

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Administrative duties
The human resources department also manages day-to-day administrative tasks related to the workforce. They
are responsible for maintaining personnel records and files and paperwork related to on- and off-boarding,
insurance policies and employee contracts. Employees can come to these professionals to gain clarity or
assistance with the relevant workplace or administrative procedures and policies. For example, specialists
within the department may also handle payroll and scheduling procedures. When necessary, the department
also manages travel arrangements and processes business-related expenses.
How to build better human resources practices
You can use the following steps as guidance for developing better human resources practices:
1. Conduct training
HR professionals need to participate in training to ensure their knowledge is up-to-date regarding relevant
employment laws, regulations and procedures. They may also take opportunities to learn skills crucial to their
responsibilities, such as using specific types of software or providing conflict resolution services. As these
professionals continue to learn how to perform their job, it can help strengthen the team and improve HR
processes.
2. Follow the company mission
Most organizations have a mission they want to uphold or reach. When developing policies and procedures,
the HR department should keep that mission and corresponding values in mind. Maintaining that alignment
can help ensure consistency across all business areas and maintain focus on reaching the objectives set by its
leaders.
3. Set expectations
During the recruitment and hiring process, the HR department must emphasize the expectations for each role.
When new hires understand those expectations, it helps ensure that they feel prepared to take on the
responsibilities of the job. It can also set guidelines for them that they can use to gauge their performance and
make improvements as needed.
4. Promote transparency
The HR department should employ an open communication policy to ensure that employees feel comfortable
raising their needs or concerns. The department can also send out and manage anonymous surveys to gather
employee feedback. When HR professionals can see how employees feel about the workplace, it can help
them identify and resolve issues.
5. Take advantage of human resources software
Utilizing technology such as human resources information systems can help the department complete its
administrative tasks efficiently and effectively. Such software often offers automation tools to help save time
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and make processes more consistent. It can also help store employee data or other sensitive information in
one place, enabling on-demand access.

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