Making human resource decisions

What is an organisational structure?

How a business organises its staff to represent different layers of management

How can organisational structures be displayed?

In the form of a chart

What are the two main types of organisational structure?

Hierarchical (or tall) and flat

What is another name for a hierarchical structure?

Tall organisational structure

How many layers of management does a hierarchical structure have?

Many layers

What approach do businesses with a hierarchical structure often use?

Top-down approach

What is the chain of command like in a hierarchical structure?

Long chain of command

What is the span of control for managers in a hierarchical structure?

Narrow span of control

How many subordinates do managers in a hierarchical structure typically have?

A relatively small number

What is a flat structure?

An organisational structure with only a few layers of management

What is the span of control for managers in a flat structure?

Wide span of control

What is the chain of command like in a flat structure?

Short chain of command

Which businesses commonly use flat organisational structures?

Smaller businesses or those adopting a modern management approach

What does "span of control" mean?

The number of staff a manager has responsibility for

What is the "chain of command"?

The route by which instructions and communications flow from top to bottom and who is answerable to whom

What is delayering?

A process where a business removes layers of management to make its structure more flat

What is delegation?

A process where tasks are given to members of staff, often from managers to employees lower in the chain of command

Who are subordinates?

Staff below a manager in the chain of command

What is a centralised management structure?

A structure where decisions are made at the top or head office and distributed down the chain of command

Where is a centralised structure often used?

Retail chains

How much input do store managers have in a centralised structure?

Very little input

How do businesses with centralised management respond to changes?

They can be slow to respond

What are advantages of a centralised management structure?

Consistency, clear direction, close control, clear chain of command and accountability

What are disadvantages of a centralised management structure?

It can demotivate employees, may not suit all locations, and may lower productivity

What is a decentralised management structure?

A structure where decisions are made by managers and subordinates lower down the chain

What decision-making power do decentralised structures give staff?

More decision-making responsibilities

How do decentralised businesses respond to changes?

Quickly

What are advantages of decentralised management?

Improved motivation, decisions suited to local needs, more employee responsibility

What are disadvantages of decentralised management?

Lack of consistency, possible ineffective decisions, negative impact on sales and performance

Why is effective communication important in business?

It significantly impacts performance and becomes harder as business grows

What are common methods of communication in business?

Emails, texts, online shared spaces, apps, letters, reports, phone calls, video-conferencing, face-to-face meetings

What is insufficient communication?

Not enough or poor-quality communication

What effects can insufficient communication have?

Lower efficiency, motivation, and productivity, and confusion about tasks or business status

What is excessive communication?

Too much communication or receiving the same message multiple times

What effects can excessive communication have?

Confusion, stress, overload, lower efficiency and motivation

What is a barrier to communication?

Something that stops or makes communication less effective

Name some barriers to communication.

Poor explanations, spelling and grammar, incorrect language, technology issues, poor information structure, jargon or slang, lack of understanding

What can happen if communication is not received or understood properly?

Reduced efficiency, mistakes, customer confusion, and lower sales and profitability

What are the three common ways employees work?

Part-time, full-time, flexible hours

What determines the type of hours an employee works?

Business requirements and employee needs

What is full-time employment?

Working more than 35 hours per week, often over five days

Name some jobs that typically have full-time employees.

Teachers, office workers, pilots, police officers, doctors, nurses

What does part time work refer to?

Working less than full time, often two to four days a week

In which industry are part-time employees commonly found?

Retail industry

What are flexible hours?

Employees choose when to work within a set number of hours per week, month, or year

Can flexible-hours workers be full time or part time?

Yes

What benefits do flexible hours offer businesses and employees?

Higher staff retention, better productivity, and employee flexibility

What is a zero-hours contract?

An employment contract with no guaranteed hours, where work is given as needed

What is a disadvantage of zero-hours contracts for employees?

Uncertainty about work availability and irregular income

What is a permanent contract?

An employment contract with no fixed end date

What types of jobs are suited to permanent contracts?

Stable, long-term roles like nurses, pilots, and teachers

What is a temporary contract?

An employment contract with a specific end date

Where are temporary contracts common?

Retail and industries with seasonal demand

What is a freelance contract?

An agreement with a self-employed individual to complete specific work for a set period

In which industries is freelance work common?

Creative industries such as advertising, photography, and design

What does increased efficiency mean for a business?

Producing goods or services faster, more accurately, and with fewer resources

How has technology improved business communication efficiency?

By enabling fast messages to many people via email, texts, chats, calls, and video

What is remote working?

Employees working from home or outside the main workplace using technology

Which roles typically cannot work remotely?

Police officers and retail workers

What are some benefits of remote working for employees?

More flexibility, less travel, fewer absences, and less lateness

What are some challenges of remote working?

Reduced work effort and difficulty getting help when needed

Who are directors in a business?

Top-level individuals who make key decisions and manage organisational structure

What might a board of directors include?

Senior department heads, officers like treasurer or secretary, and the CEO

What do senior managers do?

Oversee all staff below them and make operational and strategic decisions

Give an example of a senior manager’s decision.

Organising shop layout and stock for a busy season

What do supervisors and team leaders do?

Manage teams, assign duties, agree working hours, and ensure task completion

Where might you find team leaders managing departments?

Supermarkets and similar businesses

Who are operational staff?

Employees who perform the main tasks of the business, like salespeople and engineers

Who are support staff?

Employees who assist with business operations but don’t directly contribute to main tasks, such as cleaners and HR workers

What is recruitment?

The process of choosing who will fill a job role

What documents are part of recruitment?

Person specification, job description, application form, and CV

What is a person specification?

A document detailing the qualities, skills, experience, and qualifications needed for a job

What is the difference between essential and desirable criteria in a person specification?

Essential criteria must be met to apply, desirable criteria improve chances but are not required

What is a job description?

A document listing duties, job title, pay, hours, location, and reporting structure of a role

What is an application form?

A form completed by applicants to provide information and answer questions for a job application

What might replace an application form in some applications?

A letter of application explaining why the applicant is suitable

What is a letter of reference?

A letter from a previous employer about an applicant’s skills and character

What does CV stand for?

Curriculum vitae

What information does a CV include?

Skills, experience, qualifications, and hobbies

Why might some roles require only a CV and no application form?

To encourage more applicants to apply

What is internal recruitment?

Filling a job role from existing employees within the business

What is external recruitment?

Hiring candidates from outside the business

What methods are used in recruitment selection?

Interviews, application forms, aptitude tests, group tasks, presentations, and role-playing

How is internal recruitment often advertised?

Via internal emails, notice boards, company websites, and memos

What are some advantages of internal recruitment?

Quick process, applicants already known to business, previous experience, cheaper

What are some disadvantages of internal recruitment?

Small pool of applicants, applicants may lack experience, lack of fresh ideas

How is external recruitment usually carried out?

Through job adverts via emails, websites, agencies, business websites, newspapers, trade magazines

What are some advantages of external recruitment?

Brings new ideas, fresh enthusiasm and skills, larger pool of applicants

What are some disadvantages of external recruitment?

New employee takes time to settle, expensive, new employee unknown, takes more time

What is the purpose of training and development?

To provide employees with skills, knowledge, and qualifications to improve business performance

How does regular training and development affect employees?

Leads to better performance and greater workplace happiness

What is formal training?

Official, structured training often off-the-job, may include courses, apprenticeships, graduate schemes, workshops, or conferences

What is informal training?

Less structured, on-the-job training provided by colleagues or observation

What is self-learning?

Employees teaching themselves skills independently through reading, research, or observation

What is ongoing training?

Continuous training throughout employment to improve performance and productivity

What is target setting?

Process of setting goals to help employees improve or progress in their roles

What are performance reviews?

Formal meetings to discuss performance, review and set targets, and address concerns

Why do businesses train and develop employees for motivation?

Training makes employees feel valued and interested in, increasing their drive and work quality

What is employee retention?

Keeping employees working for the business to preserve skills and reduce hiring costs

Why is retention important?

Saves time and money, keeps skills and experience, and employees feel valued and stay longer