HRM assignment essay on: HR planning – organization 

HRM

Human resource planning makes an organization capable to think over the effective and successful strategies helping in achievement of organizational goals and objectives. Therefore, small and medium sized companies hire consultancies to recommend and to outline the basics of human resource planning, training and recruitment for their organization. Human resource planning (HRP) is driven by staffing, selection & retention process and compensation, benefits and incentives strategies. The staffing, selection and maintenance process should be driven by plain policies, liability, and shared responsibility, but mostly by professionals who have the capacity to convey it clearly and effectively. In a crystal-clear way, effective and successful staffing is, searching the right person, for the right job, at the right point of time and retaining them. Thus, it is suggested by the consultant that an assessment can be done that, where is an organization right now, where it wants to be at and gap between the two. In this framework, small and medium sized organizations are recommended to carry out a workforce audit in order to identify any existing gaps in skills required they basically look for (McEntire & Greene-Shortridge, 2011).

Accordingly, this descriptive paper summarizes the basics of human resource planning, training & recruitment mainly for small to medium sized company. Further, the paper explains some steps, which an organization can follow to assess the existing spaces within the premises in terms of workforce’s skill required. Afterwards, it describes the necessary actions to be taken for correct recruitment procedures. However, organizations usually approach training needs analysis to utilize the workforce at optimum level. But they do not consider an appropriate strategy for that analysis. Therefore, it also has been outlined with the help of a diagram that what is to be taken into account while analyzing training needs and what kind of training & learning can be available for the staff.

Before detailing about the necessary actions an organization should take and implement, it is suggested to follow some steps to obtain the important information about the work performed by the employees and any existing gaps in ability or talent required.

Step 1:

Firstly, to begin the workforce audit model, organizations should prepare a template consisting of the list of competencies and skills required by the company and the competencies shown by the staff. These can be in terms of basic, average and advanced skills. Next, skill level required for each competency can be estimated by using the following scale:

(Source: Local Government Association and DFEEST, n.d)

By using this scale, level of skills present in the organization can be brought forward to assess the gaps in skills needed. These skills can be communication, technical, sales & presentation skills, delegation, problem solving and other organizational skills (Wicker, 2009).

Step 2:

After preparing a template listing all the competencies and a scale for evaluating the level of skills present, organizations are recommended to prepare a separate form for each employee using the template defined above. It becomes easy for small to medium sized companies to make these forms available to each employee. Further, the organizations can perceive the competencies and the ability of each member to take on the areas outlined. Assessment of each employee’s skill can be made possible according to their qualifications and the positions they are working with by using the following scale:

(Source: Local Government Association and DFEEST, n.d)

Step 3:

Lastly, organizations should summarize the workforce skill audit results for determining the existing gap in competencies and skills required and recognize the total skills the company currently has. Moreover, the skills base, the organization needs at present and in future should also be identified. Overall audit report is analyzed on the basis of majority of numbers it gets on the scale detailed in step 1. Majority of numbers 0, 1, 2 and 3 will decide the level of skill currently present as well as required in the future respectively. On the basis of this analysis, organizations can examine the gap and think about the future skill requirements in this area to get maximum productivity contribution by its workforce (Local Government Association and DFEEST, n.d).

Furthermore, this audit will suggest hiring the right person according to their qualification and designation by implementing an appropriate recruitment strategy. Therefore, some necessary actions and documents have been described in the next section of this paper for correct and effective recruitment procedures. While taking care of the appropriate hiring and resources to be selected, strategies can be taken into care, like utilizing associations, universities professional bodies should be targeted for the recruitment and selection process (Strategic-Human-resource.com, 2008).

To organize a complete recruitment procedure for hiring, it is necessary to know the purpose of the procedure. Further, organizations should set an effective framework including overview of the process, review the job and need for it and then search committees who will handle the procedure. Recruitment and selection is made efficient by advertising the job through job postings and employee priority postings. Most of the qualified and required aspirants can be attracted by this medium.

End to End Recruitment process life cycle stages

(Source: QUADPRO Management Consultants, 2011)

Then the selection process comes into light, which includes screening applications, arranging the interviews, various tests, reference checks, background checks, employment offer and post-interview follow-up. In addition to this procedure, search committee plays a vital role in overall recruitment & selection of the best suitable employee for a particular profile because the final hiring decision is taken by them as they have expertise in this area. After selecting the right candidates, all the related documents and certificates should also be examined by the committee on account of not making any fraud to the company (Griffith University, 2012).

When organization hires new employees, it basically organizes training programs for them to work effectively. Therefore, it is required to analyze that what is the need of the training and most importantly in which area. To understand the training need assessment, a diagram has been presented to describe it briefly. With the help of this figure, it can be understood that what is taken into account while conducting training need analysis. It shows that training and development program involves a sequence of four steps: need evaluation on the basis of organizational objectives, assessment of skills required, currently present skills’ assessment and identification of courses of action to close the training gaps.

Training and Human resource management

(Source: TVET Portal, 2012)

Firstly, carry forwarding this steps, organizations evaluate the skill required in future as per the objectives set by them. It makes a list of all the skills required to achieve the goal. That can be in terms of psycho-motor skills, procedural skills, knowledge transfer, communication skills, attitude learning, etc. By taking an overview of these required competencies, an organization assesses the current capabilities of employees and also finds out the need of training for them. Therefore, training programs are formulated by the company in taking all the skills to be taught under training. Through the training, employees learn how to work effectively towards the achievement of organizational goal and also improve their personnel skills. Once, the capabilities and skills of employees are known presently, the training gaps should also be monitored and evaluated by the expertise (Miller, 2002).

The training gap is the difference between the job skills employees have at this moment presently and the skills they need in future to achieve the goals and objectives of the company. With the help of training needs analysis’s results, this gap can be measured because it provides the valid and reliable result (Training Gap, 2010).

Furthermore, training needs analysis suggest to conduct the training and learning programs by the company for their employees. In this context, there can be various types of training available for staff.

First, induction training comes in the consideration for learning about the duties of the job and the objectives of the organization. It also includes learning the aims, values, internal workings and policies of the business. It becomes important because it entails a new employee to become productive and effective as quickly as possible. Then, on-the-job training can be recommended because trough this employees are trained whilst remaining in the workplace. It coaches the employees through demonstration, job rotation and by providing different projects. (Taylor, 2012)

On the other hand, off –the-job training is also into practice in the organizations. In this training and learning program, employees are taken away from their places of work to attend the lectures & classes and for the computer based trainings. In contrast, audio-visuals techniques are also available for the staff to provide them tele-training. Moreover, business games, management role-plays and case-studies are also a part of learning programs available for the employees.

For the conclusion, it can be said that the basic idea of Human resource planning is to assess the employees’ skills and competencies. Organizations should carry out a workforce audit to identify the required skills and to determine the gaps. Further, it can take necessary actions to follow and implement d the correct recruitment procedures including right advertising and selection strategies. After hiring the employees, organization should take training needs analysis into consideration to estimate the skills and competencies required and to measure the training gap. Finally, organizations should follow training and learning programs available for their staff to make them efficient and competitive.

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