HR Assignment help on : Banksia Health service

1.0  Introduction

This report is based on an organization known as Banksia Health service.  It is an organization which employees around 500 employees. It provides health care services to aged people.  It is being perceived by state health department as poor performer because it failed to achieve financial and organizational targets. It was rated poorly by Australian council on health standards and was perceived as mismanaged organization. It failed to manage its employee’s performance according to changes made in external environment. It followed decentralized style of management and mission, vision of organization was not being linked with changing organizational strategy. It was just document to receive funds from government. The consultants of organization reported to improve its policies by following appropriate HR Procedures.  The government was pressuring Banksia to change according to its own polices because it was funding it. The ad hoc practices related to HRM was applied because formal HR Department was missing over there. Administrative functions were being carried out by employees who had no idea about it.  The employees lacked to understand their duties and responsibilities during restructuring process by organizations.  The HR based activities was being handled by those employees who had no knowledge about HR practices. The problems being linked with this organization were implementation of confused communication, lack of accountability by all levels of employees, unequal distribution of rewards to their employees, lack of trust developed by employees in front of management and weak implementation of organizational strategy. There was loophole in training process and employees failed to understand HR based Policies. The management of Banksia was being pressurized by government, consultants, rating agencies employees to identify the issues and problems related to Human Resource Policies.  Banksia could improve situation by framing a formalized HR Department and linking organization strategy with HR policies to improve its overall organizational performance. An effective and strategic model of human resource management process should be implemented to improve critical situation (Wiley Periodicals Inc   2004).   The CEO, payroll officers were managing HR activities to carry out HR functions without having knowledge about HR Policies being followed at workplace. Thus in this report explains issues related to HR policies and systems will be explained with below mentioned several points.  It has been explained by considering macro aspects of Human resource management system (Managementstudyguide.com         2012).

2. Sources of Hr Challenges at Banksia

The analysis of case presents HR based challenges being faced by Banksia Health service is being explained in this paragraph.  It was operating without formalized HR Department and industrial dispute was going on and was not resolved. The HR polices failed to meet challenges in terms of rapid expansion process. The structure which was being followed was entirely decentralized in nature. The performances of employee’s were not linked with strategic plans of Banksia (Azcentral.com   2012). There was mismanagement in functional delegation of roles and responsibilities.  The organization lacked in knowledge regarding change management process.  The organization implemented HR policies of other organization without understanding internal requirements.  Any strategy of an organization cannot be implemented by imitating it from other because it affects system, structure, style of management and performance of an organization. The communication was a challenging process which took place within Banksia. The ground level of employees got affected because greater control was being exercised over them. Without existence of HR Department management organization applied a strategy which created lots of disorder at Banksia. There was no training process which was being linked with employee’s performance and moreover policies’ applied at Banksia was not clear to their employees. The Leader/ CEO failed to understand importance of HR for improving organizational effectiveness. Employees lacked trust, accountability, consistency, commitment towards their organization and it affected top management.  The messages in terms of HR were inappropriate and it affected performance of employees working at several Hierarchies at Banksia. The organization had loopholes in their HR policies because roles related to administrative level was being carried on by payroll officer, assistant and CEO who has no expertise in HR field. Industrial problems were not being managed properly because own generated polices of Banksia failed to meet the requirements. The new structure which was being implemented at Banksia was unstructured and every group framed their own opinion while it was being implemented. It also hampered performance of employees because issues at Banksia was not handled properly which resulted in inconsistency of work among their employees. The roles and responsibilities of employees were not distributed according their skills and organizational requirements.  The organization was unable to change policies which were being implemented as HR policies according to time. Thus several councils and accreditations analyzed the sources of HR challenges at Banksia.

3. Recommendations to fix HR System

In this paragraph the recommendation to fix HR system at Banksia has been explained in detail.  The model that Banksia should apply to fix their problems is shown below (All ways Design    2007). The Organization strategy should be linked with effective HRM system of Banksia.There are certain steps that organization can follow at every level of Banksia.  First step is to create a separate HR department which can function actively. Dedicated HR team should be framed with HR managers who can work efficiently. The organizational mission and vision should be explained to all employees and be linked with their performance. Second step is to scan external environmental factors such as changing behavior of employees towards organization, and needs of rating agencies; it was concerned politically because it was being funded from government. The organization could be managed legally by HR managers who would help in developing healthy industrial relations. It could help organization to manage its budget by achieving the financial targets. The third step will help HR managers to scan the internal factors such as employee’s skills, culture, organizational structure, and management style. The HR managers will identify skills of employees according to requirements, and help in developing a culture where employees are trustful, accountable & consistence in their performance. The organizational structure can be followed either in functional or divisional manner. Organization should follow participative or supportive style of management to delegate roles and responsibilities to their employees. The fourth step is to combine Strategy of Banksia with Human Resource management. The HR team should hire the employees by framing proper recruitment, selection strategy. The competencies and qualities of employees should be able to manage conflicts, and develop relationships with customers and stakeholders.  The CEO/ Leader should be transformational in nature. The employees should be motivated at their work with extrinsic and intrinsic rewards. The fifth step is to strategically focus on activities such as performance appraisal system by conducting proper training and developmental activities. The career of employees should be linked with future goals of an organization. The roles and responsibilities of each employee should be communicated by HR managers with an implementation of effective communication channel. Human Resource managers should have knowledge to frame Job descriptions for all the departments. The Job description should spell out duties, responsibilities and role of employees for functioning smoothly. The conducive or ad hoc working environment should be managed by the hr managers. The Hr Managers must ensure that employees are motivated timely for smooth flow of their work. It will provide satisfaction to their employees and customers of Banksia. This strategic Human resource Management will enhance share holder’s value by increasing employee’s performance. The feedback received after implementation of SHRM should be communicated to the Top management of Banksia (Spark net   2012).

4.0 Effective Communication and change DecisionThe impact of an effective communication channel on the organizational change plan shows that Banksia which was decentralized was centralized in structure. The roles & responsibilities of employees were being communicated in transparent manner by their superiors. It will help in growing organization by instructing the employees and delegating them responsibilities. It creates a formal HR department & builds a better organizational structure. The vision and mission of organization can be communicated to all employees and linked with their performance effectively. It will help to manage ad hoc process which is going on within an organization. The information will be functionally communicated by the top level executives to bottom level managers. It will fix up problems related to implementation of strategy and HRM system by creating a platform where employees are empowered to present their views regarding adapting change process within their organization.  The ideal organizational plan to communicate change decision to employees, managers and to all levels of their organizations is being described in detail. It can be done by using several channels of communication process such as by training, grouping, bulletin boards, writing and etc.  It should be carried on a consistence basis until changes are to be implemented and followed by employees at Banksia. The employees and managers should be given sufficient time for resolving their queries, clarification, and inputs while implementing change process. A leader should be effective while communicating how changes are going to take place in their organization.   The mission and vision should be linked with change management efforts to build a better changing organizational model.  The critics should be accepted while managing change process in an organization. The top management should provide opportunities so that employees engage in networking formally. Since it requires commitment & willingness form all levels of Hierarchy before implementing change at Banksia because it should be a proactive approach. When change takes place in an organization it should be planned strategically must be realistic and measurable in nature. The management of Banksia should have knowledge how can affect employees, structure and style of management in an organization.  Banksia should encourage & communicate benefits of change management practices by changing the attitudes of employees and stakeholder’s. Training should be provided effectively before implementing change process.  An appropriate Communication channel will help Banksia to clarify roles and responsibilities of every employee in a clear manner (Alan Chapman      2012).

5.0 Job Analysis for HR Manager

The Job Analysis process will help in collecting information about particular job. In case of Banksia job analysis of HR manager will explain about time take for completing job, explain how to maximize own and other’s performance, describe about behavior pattern of job, and develop human resource management process. It is being done with the help of job description and job specification which are parts of Job Analysis. The Job Analysis will include content of job & will explain how to do it. Some factors might affect Job Analysis such as Technology, skill required personal likes and dislikes, control system and the scope of particular job. The job analysis will include job description and job specification of HR manager at Banksia.  The Job description will include the job related data such as job title, location, reporting, duties, and working conditions of HR manager. It will help in identifying nature of the jobs, duties to be performed in hazardous working environment by using machines and equipments. Job specification/Personal Specification will include personal details which HR manager needs to have such as qualification, skills, experience, training, and emotional characteristics (Managementstudyguide.com    2012). It will help in identifying mental and general health, intelligence, values, ethics, adaptability, judgment and creativity of an employee who is going to be hired by an organization. The activities, duties and attributes that organization would like to enable to be successful are listed below.

The activities that HR manager should follow at Banksia to be successful are listed below.

• Manage the overall policies related to employees for fixing up the problems at workplace.
• Link employee’s performance with organizational performance strategically.
• Provide training and development for employees to enhance their skills related in terms of technology, behavior and ethical aspects.
• Implement a proper and transparent channel of communication.
•  The HR manager should develop better industrial relations ensure commitment among employees.
•  The reporting should be done by the HR manager to CEO of Banksia.
• Meeting should be conducted on regular basis by HR manager with senior level and junior level of employees .

The duties that HR manager needs to follow at Banksia are listed below.

• Create job descriptions for each department and assign roles and responsibilities to the employees according to skills and expertise.
• Conduct several training sessions & explain about change management process and its importance to employees.
• Track performance of employees & review it on annual basis to observe learning process of employees.
•  Manage the issues within and outside Banksia for smooth functioning of its activities.

 The attributes required in HR manager are listed below.

• Strong expertise in HR domains for managing internal and external issues of Banksia.
• Analytical ability to think logically to frame decisions related to change management.
• Excellent communication Skills for making HR system transparent at Banksia.
• Ability to negotiate with all the stakeholders of an organization.
• Good Behavior to motivate the employees for better performance.

5.0 Literature Review

According to (Wais Bord   2001) there are several theories related to communication used for development process. It communicates people what actions are feasible for development process in an organization (Water works    n.d). As per (Rogers & Hart      2001) communication process brings about social change in terms of technology and material development. According to (Andrews     2008) change is either individually constructed so that meaning can be attached with variables of organization. It helps in competing and managing conflicts within members of organization. According to (Hortho   2008) change is an outcome which is being cause from external drivers such as innovation, technology, learning, cost development and etc. It is a lengthy process rooted with communication and culture. According to (John Kotter   1995) managing change in an organization is based empowering others for its improvement. According to (Beaman     2005) that are certain pitfalls that organization needs to manage for implementing change process such as poor communication in terms of Goals, lack of understanding, ad hoc messages, lack of focus, inadequate employees engagement, cultural mismatch (University of Pennsylvania     2009). While implementing change employee’s behavior need to be addressed by the management of an organization. The conflicts of interest between groups should be resolve for smooth functioning of the activities. According to (Jick    1999) changes can be implemented within appropriate structures, training process, staffing, communication channel, appraisal, roles, responsibilities and reward system. The process can be monitored and tracked by creating metrics, benchmarks and standards. It should be based on certain factors such as commitment, trust and integrity. Change and restructuring process is required for moving an organization form current stage to the desired stage. According to (Craine   2007) before implementing change match should be created between internal and external factor. Better communication process will help in sharing information accurately from top to bottom level. Organizational Learning is a process to share knowledge with mental models. Appropriate use of communication channel will provide multiple benefits such as consensus building, creating awareness, making appropriate decisions, resolving conflicts, and ensuring participation. It should occur between formal and informal groups of employees to engage more number of employees.

6.0 Conclusion

Thus it can be concluded that Banksia Health Service was facing problem due to non existence of Formal HR Department.  It was being funded by government and rating agencies have rated it as a poor performer. The employees lacked knowledge regarding restructuring and implementation of change process at Banksia for improving its situation. The overall strategy of organization was not linking their mission and vision. The CEO/ employees used HR policies by imitating form other organizations. The four questions are being answered in this project report which will help to analyze and fix problems arising at Banksia. The first factor is related to sources of HR challenges being faced by organization which has got decentralized structure in nature, performances of employee’s were not linked with strategic plans of Banksia. Employees who lacked in HR knowledge were handling HR activities. The second factor was to fix HR system for proper functioning by combining strategy of Banksia with HRM strategies. The problems were being fixed and linked with factors such as mission/vision of Banksia, External and internal environment, Strategy + HRM, Strategic focus, satisfaction to employees and customers, enhance shareholder values, increased performance and appropriate feedback process. It has been explained with appropriate model of Strategic Human Resource Management. The third point is to explain effective communication and change decision process by delegating roles & responsibilities to employees in transparent manner by the superiors. Leader must be effective while communicating how changes can take place in their organization for building a better changing organizational model. It requires commitment & willingness form all levels of Hierarchy before implementing change at Banksia because it is a proactive approach.  The fourth point is to conduct Job Analysis of HR manager and highlight activities, duties and attributes for managing Ad Hoc process of Banksia. The HR manager should be appointed immediately to carry out HR functions in a smooth manner. It includes two parts such as job description and job specification. Factors that can affect Job Analysis are Technology, skill required personal likes and dislikes, control system and scope of particular job. The manager needs to frame change management program such as develop vision for change, review business strategies & measures, knowledge & ability to manage stakeholders, select appropriate communication channel for transparent flow of information, reviewing culture and organizational structure, Evaluating performance of people, recognition & rewards process by focusing on behavior of people, identifying change leaders, and requirements for learning & Development process. The manager needs to certain skills such as negotiation, excellent communication, and analytical ability to fix the problems of Banksia. The changes can be implemented successfully if employees are trained before implementing change process. All employees should accept it and be involved while managing change process. All this process will help Banksia to cope up with internal and external changes.

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