Management Functions 3 to 6

staffing errors

Engineering organizations are very sensitive to whatever [ ] are made.

quality control

Placing the wrong person in a highly specialized position like [ ], for instance, may bring untold damages to the firm.

staffing

determine human resource needs, recruits, selects, trains, and develops human resources for jobs created by an organization.” according to L.W. Rue and L.Byers.

Staffing

match people with jobs so that the realization of the organization’s objectives will be facilitated.

Human Resource Planning
Recruitment
Selection
Induction and Orientation
Training and Development
Performance Appraisal
Employment decisions
Separation

Staffing procedure by Plunkett and Attner HRSITPES

Human Resource Planning

planned output of any organization will require a systematic deployment of human resources at various jobs.

Forecasting
Programming
Evaluation and control

HR Planning steps/way/methods

Forecasting

assessment of future human resource needs in relation to the current capabilities of the organization

Times Series Methods
Explanatory or Casual models
Monitoring method

Forecasting Types: TEM

Times Series Methods

– use historical data to forecast of the future.

Explanatory or Casual models

– it can be regression models, econometric models, and leading indicators

Monitoring method

– provide early warning signals of significant changes and its impact.

Programming

– means translating the forecasted human resource needs to personnel objectives and goals

Evaluation and control

– refers to monitoring human resource action plans and evaluating their success.

Recruitment

attracting qualified persons to apply for vacant positions in the company so that those who are best suited to serve the company may be selected.

Newspaper advertising

Schools

Recruitment firms

Competitor

Source of Applicants: NSRC

Selection

choosing from those that are available individuals most likely to succeed on the job and most suited for the position.

simple, complex

Selection procedures may be [ ] or [ ] depending on the cost or the impact of the decision.

Application blanks
References
Interviews
Testing [psychological test, physical examination]

How to determine Job Candidate Qualifications: Companies use any or all of the following, ARIT

Application blanks

– this provides information about a person’s characteristics or personal information.

References

– a statements from previous employer, coworkers, teachers, etc.

Interviews

– Information may be gathered by an interview

Testing

– an evaluation of the future behavior or performance of the applicant.

Psychological test
Physical examination

Types or Methods of testing

Psychological test

performance test, personality test, interest test.

Physical examination

– to assure that the health of the applicant is adequate to meet the job requirements.

Induction

provides with the necessary information about the company organization structures, duties, responsibilities, benefits.

orientation

the new employee is introduced to the working environment and co-workers and conduct a socialization process by pairing with an experienced employee and discussion with the manager.

training

refers to the “ learning that is provided in order to improve performance on the present job”

training program for nonmanagers
training educational programs for executives

two general types of training

training program for nonmanagers

– a training to improve specific skill and knowledge such as OJT, Vestibule school, apprenticeship program, and special courses

training educational programs for executives

. – a training for decision – making skills, interpersonal, job knowledge, and organizational knowledge.

On-Job Experience
Coaching
Understudy

Acquiring knowledge about the actual job can be used the following methods:
OCU

On-Job Experience

– this provides valuable opportunities

for the trainee to learn various skills in actual experience

Coaching

– a method that requires a very skilled senior

manager with an ability to assist a lower-level manager.

Understudy

– a manager works as an assistant to a

higher-level manager and participates in planning and other

managerial functions until he/she can stand by his/her self.

Position rotation
Multiple management

to increase the trainee’s knowledge about organization: PM

Position rotation

– a method that the manager gives a different assignment in different departments to expose him/her to different functions with in the organization.

Multiple management

– a method that premised on the idea that a junior executives must be provided w/ means to prepare them for a higher management positions.

Performance Appraisal

– is the measurement of employee performance

influence

merit pay increase

plan for future

determine training needs

Reasons for performance appraisal

Rating Scale Method
Essay Method
Management by objective method
Assessment center method
Checklist method

Work standards method
Ranking method
Critical-incident method

Methods for Appraising performance: REMAC WRC

Rating Scale Method

– where each characteristics to

be rated represented by a scale

Essay Method

– the evaluator composes statements

about the staff.

Management by objective method

– evaluated per

objective of the organization

Assessment center method

– a method to evaluate

the manager

Checklist method

– the evaluator checks statements

on a list of characteristics to evaluate employees

Work standards method

– standard are set

for realistic worker output usually used to

evaluate non-managerial employees

Ranking method

– an arrangement of

employees performance from the best to

poorest

Critical-incident method

– evaluator recalls

and writes down specific but critical incidents

to indicate employee’s performance

Employment decisions

– the time for management to make a decision

Monetary rewards

Promotion

Transfer

Demotion

Employment decisions: MPTD

Monetary rewards

– a rewards given to employees whose performance is at par or above

standard requirements.

Promotion

– It refers to an advancement in a person's role, involving higher pay and

increased responsibilities.

Transfer

– a movement of personnel to other job or department with same or similar level

of responsibility

Demotion

– a movement of position from higher pay to lesser pay or responsibility.

• used as punishment or a temporary measure to keep an employee until offered a higher position
  

Separation

– is either a voluntary or involuntary termination of an employee.

Voluntary

– an employee must know the real reason why he/she want to

separate specially if the reasons are defects in the organization to make a

corrective action.

Involuntary

– it is also called termination the last option of the management

exercises to an employee’s performance is poor or committed an act violating

the company rules & regulations.

human, non-human

The achievement of the objectives of the engineering organization will depend on the performance of the [ ] and [ ] elements attached to it.

program

The task of management is to “ ” these elements correctly so that each will respond accordingly to their assigned tasks.

Standard programing methods

have already been adapted by technologies for most machines and equipment.

Employees

will perform according to the dictates of their minds and so then management must connect with them using strong persuasive techniques within an environment that fosters effective communication.

communication

M.P. Wolf and S. Kuiper:

“ a process of sharing information through symbols, including words and messages”

Communication

may happen between superior ad subordinate, b/w

peers, a managers and a client/customer, an employee and a

government representative

face-face, printed materials, electronics device

Communication may be done through

Motivation function, Information function, control function, emotive function

Functions of Communication: (W. Scott and T. Mitchell) MICE

Information function

– this provide through communication may be used for decision-making at various work levels in the organization such as giving instructions to a worker as a guide in deciding which equipment or machines will be used in a particular circumstances.

Motivation function

– used as a means to motivate employees to commit themselves to the organization’s objectives.

Control function

– a proper communication by the used of reports, policies, and plans define roles, clarify duties, authorities and responsibilities for effective control.

Emotive function

– any type of emotions involved, whether satisfaction, dissatisfaction, happiness, bitterness this communication provides a means to decrease the internal pressure that affect individuals

Develop an Idea
Encode

Transmit

Receive

Decode

Accept

Use

Provide Feedback

The Communication Process: (J.W. Newstrom & K. Davis)
DETRDAUP

Develop an idea

this is the most important step in effective communication to develop

ideas for more useful in preventing accidents in workspace.

Encode

– idea must encode into words, illustrations, figures, or other symbols suitable for

method of transmission

Transmit

– encoded idea shall now ready for transmission through the use of an

appropriate communication channel such as spoken word, body movements, the written

word, television, telephone/CP, radio, an artist’s paint, email, etc. this step very important

to reach the receiver.

Receive

– this communication process is the actual receiving message by the intended

receiver may be a machine or by a person.

Decode

– this means translating the message from the sender into a form that will have meaning to the recipient.

The receiver must knows the language and terminology used in the message for successful communication.

Accept

– the next step for the receiver to accept or reject the

message but sometimes acceptance or rejection is partial.

Use

– the step for the receiver to use the information/idea

through actions depends on what activity of use.

Provide feedback

– the last step in the communication

process for the receiver to provide feedback to the sender.

Verbal Communication
Nonverbal Communication

The forms of Communication: VN

Verbal Communication

– are those transmitted through hearing or sight either oral or written transmission.

Nonverbal Communication

G.I. Nieremberg

• “is a means of conveying message through body language, as well as the use of time, space, touch, clothing, appearance, and aesthetic elements”.
  

Personal Barriers
Physical Barriers

Semantic Barriers

The Barriers to Communication: PPS

Personal Barriers

– are hindrances to effective communication arising from a

communicator’s characteristics as a person such as emotions, values, poor listening

habits, sex, age, race, socioeconomics status, religion, education,

Physical Barriers

– this refer to interferences to effective communication occurring in

the environment where the communication is undertaken such as noise, distance, walls,

animals, wrong timing, overloaded ideas, etc.

Semantic Barriers

– defined as an interference with the reception of a message that

occurs when the message is misunderstood even though it is received exactly as

transmitted such as choose of words, pictures or actions, or symbols that suggest certain

meanings.

feedback

repeat messages

multiple channes

simplified language

Overcoming barriers to communication

feedback

facilitate understanding and increase the potential for appropriate action.

Repeat messages

in order to provide assurance that they are properly received.

multiple channels

so that the accuracy of the information may be enhanced.

simplified language

that is easily understandable and which eliminates the possibility of people getting mixed-up with meanings.

Downward Communication

– refers to message flows from higher levels of authority to lower levels for the purpose of giving instructions, feedback, providing policies & procedures information and to indoctrinate or motivate.

Sample of these techniques are letters, meetings, telephones, manuals, handbooks and newsletters.

Upward Communication

- refers to message flows from lower levels of authority to higher levels for the purpose of providing information on work progress, problems encountered, suggestions for improvement, and personal feelings about work and non-work activities. Sample of this techniques

used are for formal grievance procedures, employee attitude and opinion surveys, suggestion systems, open-door policy, informal gripe sessions, task forces, and exit interviews.

Horizontal Communication

– refers to messages sent to individuals or groups from another of

the same organizational level or position for the purpose of coordinating activities, pursuing others,

passing information. Sample of this techniques are memos, meetings, phone calls, picnics, dinners,

and other social affairs.

Boone and Kurtz

Management Information Systems (MIS)

“ an organized method of providing past, present and projected information on internal operations and external intelligence for use in decision making.”

Nickels et al.

MIS “ written and electronically based systems for sending reports, memos, bulletins, and the like. “

basis for the analysis of early warning signals

automate routine clerical operations

assist managers in making routine decisions

provide information for management

The purpose of MIS: (Wheelen and Hunger)

Productivity

is a serious concern of any management firms that affect the economy of a country such as Philippines because of unsteady and low productivity for so many years.

Higher productivity

, however, is not a result of chance.