HR Revision

​

BUSINESS MANAGEMENT

HR REVISION

​

WORKFORCE PLANNING

HR REVISION

Open Ended

What impact did Covid-19 have on the staffing at hospitals?

Workforce planning is about deciding how many and what type of workers are required in a business

LEARNING INTENTIONS
• We are learning about Workforce Planning


SUCCESS CRITERIA

• Describe the term 'Workforce Planning'
• Describe why an organisation use workforce planning
• Describe the benefits of workforce planning

Open Ended

What different types of "workers" are needed at Hillpark Secondary School?

List as many as you can

Open Ended

Why is it important that the school plans ahead to plan their workforce? i.e. Why do Glasgow Council "forecast" what their future workforce will look like?

Workforce Planning in Brief

• Monitor changes and trends in the labour market

• Identify and estimate when employees will be needed

• Consider skills that will be required in the future

• If necessary training can be organised so employees are

equipped to meet changing job requirements

• Helps achieve organisational objectives

• Without HR planning, organisations could waste money

on unnecessary or ineffective resources

The world of work is changing rapidly:

• Increase in part-time working

• Increased number of single-parent families

• More women seeking work

• Ageing population

• Greater emphasis on flexible working hours

• Technology allows employees to communicate more effectively whilst

apart – working from home

• People rarely stay in the same job for life

Past Paper Question

1. Describe the purpose of Workforce

Planning for NHS. (2)

Past Paper Question

1. Describe the purpose of Workforce Planning

for NHS. (2)

-
The NHS must ensure to plan effectively so they have the
correct staff in roles with the right skills. Planning the staff
they need will ensure that they are not left short staff or
have too many staff placed in jobs that are not required.

Workforce planning ensures the NHS don't spend finance
on staff they do not need, they can plan ahead and budget
to spend their finance on other activities.

​

RECRUITMENT & SELECTION

HR REVISION

RECRUITMENT
N5 & HIGHER

Internal Recruitment

Ways a business can advertise INTERNALLY

Staff newsletter


Notice board


Intranet

12

Multiple Select

What are the benefits of recruiting internally?

• The candidate already knows about the business processes

• It can be a quick way to find a candidate

• Your staff will be more motivated to work hard for promotion

• It leaves a role which needs to be filled

Internal Recruitment

ADVANTAGES
• Fills vacancy more quickly
• Enhance staff morale
• Prior knowledge of applicant’s skills
• Save induction training

DISADVANTAGES
• Limited pool of candidates
• No fresh injection of ideas
• Results in another vacancy elsewhere

13

Word Cloud

If you were looking for a new job, where would you look to find a job advertised?

External Recruitment

Ways a business can advertise EXTERNALLY

• National and local newspaper adverts

• Specialist magazines and journals e.g. The Scottish Farmer, Accountancy Age

• Internet Adverts – on own website or specialist recruitment sites such as

S1jobs.com, Monster.co.uk

• Job Centre

• Recruitment Agency – job seekers register an interest and the agency selects

• Contact with colleges and Universities

14

External Recruitment

Advantages

✓ People with new ideas can

be brought into the
organisation

✓ Can attract large quantities

of applicants - more chance
of getting right employee

✓ Specialists can be hired
✓ Doesn’t create a chain of

vacancies – back fill

Disadvantages

 Existing employees who

applied but weren’t successful
may feel unvalued – drop in
motivation

 New employee may be

resented by others

 Expensive process
 Person is unknown therefore

high chance the wrong person
could have been chosen

15

Match

Match the following advantages of each method

• Internal

• External

• Internal

• External

Is a cheaper method

Can attract more applicants

Already knows business processes

Can bring new ideas

• Is a cheaper method

• Can attract more applicants

• Already knows business processes

• Can bring new ideas

​

SELECTION

HR REVISION

THE SELECTION PROCESS

LI:
Identify the stages in
the selection process

SELECTION methods are used to ensure the business

is choosing the correct person for the position.

Once people have applied for the role, the business needs to
then decide who is best for the job and how they can ensure

they are selecting the right candidate.

Drag and Drop

A​ ​

Placeholder

is similar to an application form
except that the applicant creates this

Drag these tiles and drop them in the correct blank above

Application Form

CV

Personality Test

Multiple Select

Different types of testing available to assess a candidate prior to giving them the job

• Personality

• Skills

• Fitness

• Intelligence

Multiple Choice

What can be included in a candidate reference?

• Favorite color, hobbies, favorite food
• Previous work experience, skills, achievements, strengths, weaknesses, overall performance
• Mother's maiden name, social security number, bank account details
• Personal opinions, political views, religious beliefs

​

TRAINING

HR REVISION

TRAINING

HIGHER

TRAINING

N5

30

Induction Training – what does it include?

• Background information on company e.g. history, main strategic
  objectives, mission statement

• Organisation procedures e.g. how to apply for annual leave

• Health and Safety rules e.g. fire safety training

• How company communicates with staff e.g. use of the Intranet or e-mail
  system

​Staff attend induction training in first few days or weeks of employment

It includes:

31

Induction Training – what
are the benefits?

• Helps new staff feel part of the organisation more quickly and bond
with other new staff

• Can motivate new employees who feel more “welcome”

• Fulfils Health and Safety requirements e.g. fire drill training

• Creates an image of a good employer who cares about staff needs and
may reduce staff turnover as loyalty is fostered

• Helps employees get to know their working environment before day-
to-day work demands are made on them

33

Types of Training for Existing Staff

Off the job training:

training is conducted in a
different location from the workplace and
sometimes by external trainers.

e.g. Attending college to study for an HNC in
Business Administration or going to the company’s
HQ for an ‘in-house’ course

34

Types of Training for Existing Staff

On the job training : carried out at the
employee’s place of work during a normal day with
real tasks. No need to pay external training fees
and training should be very relevant to demands of
the job

Multiple Choice

A member of staff is studying for a degree in management studies at a local university. What type of training is this?

• On-the-job training

• 
  Off-the-job training

• 
  Induction training

Open Ended

Why would it benefit the organisation to train their staff? List 2 reasons.

32

Why should training be a
continuous process?

• Changes in technology requires skills to be updated

• Reinforcement of skills

• Shows workforce that they are valued - increases motivation

• Helps build up a good reputation

• Can reduce number of accidents and mistakes - saving money

• Helps keep up with competitors

• Allows staff to aim for continual improvement/ promotion

35

Training Methods

Demonstrations : trainee watches then carries out
task themselves

Coaching : trainee taken through task step-by-step
and given feedback from trainer

Job rotation : trainee moves around different jobs
learning different tasks

Distance learning : pack of materials sent to trainee
to work at their own pace e.g. on PC. Sends completed
work to an assessor for marking. May gain external
qualification as a result

Match

Match the following methods of On the Job Training

• Demonstrations

• Coaching

• Job Rotation

• Distance Leanring

trainee watches an experienced member

taken through task step-by-step

moving around different jobs

packs of material given to complete

• trainee watches an experienced member

• taken through task step-by-step

• moving around different jobs

• packs of material given to complete

36

Costs and Benefits of Training

COSTS

Financial cost of course e.g. at college

In-house training centre costs e.g. premises and equipment

Wages of trainee who is not productive

Experienced staff have reduced output whilst supervising new staff

Cost of correcting errors made whilst developing skills

Accommodation/ transportation costs

Cost of covering staffing who attend course e.g. locum or supply staff

Staff resistance to training may create bad feeling

Staff may leave for better paid jobs or ask for pay rise

37

Costs and Benefits of Training

BENEFITS

Improved production levels and greater profitability

Increased competitiveness as quality of product/service increases

Increased staff motivation – less staff turnover

Less accidents and wastage - saving costs

Increased flexibility of staff to fulfil several job roles

Image of organisation improves - better reputation

Change is easier to implement

Ability to recruit better staff who are attracted by training opportunities

Multiple Choice

Which of the following is a disadvantage of on-the-job training?

• 
  Employees may learn skills that are not relevant to the business

• 
  Cost of training may be high

• 
  Trainees may pick up bad habits from other workers

Multiple Select

Identify disadvantages of off-the-job training?

• 
  Employees may learn skills that are not relevant to the business

• 
  Cost of training may be high

Open Ended

EXPLAIN two benefits of providing ongoing staff training. (2)

Remember to EXPLAIN - giving the impact in detail

​

TRAINING - TASK

ON TEAMS - COMPLETE ASSIGNMENT
N5 TRAINING

​

HIGHER

APPRAISALS

TRAINING

HIGHER

Poll

Have you ever had a learner conversation with your teacher?

• Yes

• No

• Can't remember

Poll

Have you had a learner conversation with a teacher which you felt was valuable?

• Yes

• No

• Can't remember

Open Ended

What is discussed in a learner conversation?

BM Unit 2 - LO4

1

Staff Appraisal Process

What is an appraisal?

An appraisal is a meeting of generally an employee and their manager, providing opportunity for constructive communication between them to discuss what they expect from each other and how well those expectations are being met.

Appraisals are a evaluation of results achieved, an assessment of future potential and a reflection on effectiveness; in other words, what went well, what didn’t go so well and what can be done to make improvements for the future.

BM Unit 2 - LO4

2

Staff Appraisal Process

Final result is:-

• an agreed set of goals for the employees to achieve
  within the year

• identified training needs to either help the employee
  perform better or support career advancement.

BM Unit 2 - LO4

3

Appraisal – Benefits and Objectives for
Organisation

• To identify future training needs

• To improve performance of employee and consider their development needs

• To provide positive feedback and constructive criticism about performance

• To identify employees with potential for promotion and those with additional skills which may be used elsewhere

• To set new targets – but danger of demotivating staff if not carried out properly

Open Ended

What do you think makes a valuable learner conversation?

BM Unit 2 - LO4

4

Staff Appraisal

You have a meeting with the Year Head to discuss your performance – what can the school do to make this a positive experience and not threatening?

BM Unit 2 - LO4

5

Staff Appraisal – No threat!

• Ensure that everyone understands the process in advance – and what the outcomes at the end.

• Issue agenda and paperwork in advance to allow employee to review before appraisal meeting

You have a meeting with the Year Group Head to discuss your performance – what can the

school do to make this a positive experience rather than threatening?

• Ensure the interview is conducted in a non threatening way e.g. round a table

• Give positive feedback and constructive criticism

• Reward achievement of targets either financially or with promotion

METHODS OF APPRAISAL

Research and write a definition for the following types of appraisal:

One-to-one

360 degree

Peer-to-peer

BM Unit 2 - LO4

11

• Find 2 advantages and 2 disadvantages of each.

  Add these in the Teams PowerPoint created.

BM Unit 2 - LO4

7

Continuing
Professional
Development
(CPD)

Is the means by which members of
professional associations maintain, improve
and broaden their knowledge and skills and
develop the personal qualities required in their
professional lives.

Discussed and reviewed during appraisal
process

e.g. teachers have a contractual commitment
to undertake 35 hours CPD each year (courses,
reading, attending lectures or industrial visits)

DIFFERENT TYPES OF APPRAISAL

One-to-one - between an employee and employer

360-degree - skills and performance of an employee are
compared against others who work around them using a
thorough self-evaluation process.

Peer-to-peer - colleague at the same level of the hierarchy
conducts the appraisal

BM Unit 2 - LO4

12

THE PERFORMANCE APPRAISAL

https://www.youtube.com/watch?v=unmKnS5jPOc

Watch the video of an appraisal, write down if you think the
appraisal went well or not and if not, why not?

13

BM Unit 2 - LO4

14

Staff Appraisal – No
threat!
You have a meeting with the Year Group Head to

discuss your performance – what can the school do to

make this a positive experience rather than

threatening? 5 minutes to answer this in jotter

BM Unit 2 - LO4

15

Staff Appraisal – No
threat!

Ensure that everyone understands the process in advance
– and what the outcomes at the end.

Issue agenda and paperwork in advance to allow
employee to review before appraisal meeting

Encourage the employee to contribute throughout

Ensure the interview is conducted in a non threatening
way e.g. round a table

Give positive feedback and constructive criticism

Ensure fairness and consistency in the appraisal process
for all staff

Reward achievement of targets either financially or with
promotion

However, some argue that you should separate pay from
appraisal

You have a meeting with the Year Group Head to discuss your performance – what can the

school do to make this a positive experience rather than threatening?

2016 PAST PAPER

2016 QUESTION 2 (b)

Explain the benefits of an appraisal system. (4)

BM Unit 2 - LO4

16

BM Unit 2 - LO4

17

Past Paper Question

SPECIMEN PAPER
Describe the following appraisal methods:
• one-to-one
• 360-degree
• peer-to-peer.

(3)

Complete within 5/6 minutes

METHODS OF
MOTIVATION
N5 & HIGHER

Retaining & Motivating Staff

LEARNING INTENTION
We are learning about the methods used by organisations to motivate and retain (keep) employees.

SUCCESS CRITERIA
I can:
•

Identify and describe financial methods used to
motivate and retain employees

•

Identify and describe non-financial methods to
motivate and retain employees

Why are staff important?

People are vital assets in a business and need to be managed
effectively.

➢Largest expenditure in a business is staff wages

➢Recruitment, training and creation of good working relationships are key to a businesses success

There are a number of ways that businesses ensure their staff are motivated and happy in their work, in order to keep them within the business.

MOTIVATION

What motivates you to come to school?

What would increase your motivation to attend school?

Word Cloud

What motivates you to come to school?

Open Ended

What would increase your motivation to attend school?

What is motivation?

Motivation is about the ways a business can encourage staff to give
their best. Motivated staff care about the success of the business and
work better. A manager needs to be able to motivate their staff.

A motivated workforce results in:
• Increased output caused by extra effort from workers.

• Improved quality as staff take a greater pride in their work.

• A higher level of staff retention – workers are keen to stay with the firm and also reluctant to take unnecessary days off work.

Open Ended

How could you be motivated financially to come to school, or go to work?

Open Ended

How could you be motivated non-financially to come to school/ go to work?

How do you motivate staff?

Financial

• Provide a good wage/salary
• Bonus payments e.g. for meeting targets
• Extra payments - e.g. overtime
• Commission payments for number of products sold

Non-financial

• Flexible working practices
• Fringe benefits (perks) e.g. free meals
• Varied and interesting work
• Responsibility to make decision
• Being praised for good work
• Promotion opportunities
• Good working conditions
• Social events

Wages - are based on hourly rates and normally paid weekly

Salaries - are based on yearly figures and are paid each month

FINANCIAL
METHODS

Time Rate

Overtime

Piece Rate

Commission

Bonus

Salary

Increasing Motivation – Financial

Time Rate
• Payment for the time taken to complete a job – can encourage worker to take longer to finish

Overtime
• Payment when a job cannot be completed in the normal time – often paid at a higher rate

Piece Rate
• Payment for the number of products finished – can encourage speed but may reduce quality

Bonus Payments
• Extra payments if a job is finished early or by a specified deadline

Commission
• Payment of a basic wage plus a percentage of the value of items sold or made – common in sales jobs

Open Ended

Identify 2 methods of financial motivation used (2)

Multiple Choice

Payment for the number of products finished – can encourage speed but may reduce quality

• Time Rate

• Commission

• Bonus

• Piece Rate

Multiple Choice

Payment made on top of wages for number of items sold

• Bonus

• Commission

• Piece Rate

Increasing Motivation – Non-Financial

Fringe Benefits (Perks)
• These include company cars, pensions, private healthcare –

mangers are more likely to receive these than workers

Working Conditions
• A positive work environment can help sustain workers’ motivation

throughout the day.

Social Events
• Social events can help developa great team spirit and trust amongst

employees.

Increasing Motivation – Non-Financial

Flexible Working Practices
• Jobshare – this is when 2 employees share the duties and salary

of one full-time job.

• Flexitime – working a set number of hours with flexibility over

your start and finish times.

• Teleworking/homeworking – employees work from home or

other premises away from the workplace.

Open Ended

Explain why flexible working practices would benefit the organisation. (2)

Multiple Choice

When staff are able to start and finish at different times to suit them.

• job share

• homeworking

• flexitime

Multiple Choice

Explain the benefits of introducing flexitime.

Introducing flexible working practices such as flexitime means staff will be able to fit their working patterns around their home life. This reduces their stress levels as they can see to home commitments which means staff will be more productive at work. More productive staff will mean better quality goods and services are provided by the business. This will lead to increased reputation and sales.

How many marks would you award this response?

• 2

• 3

• 4

THEORIES OF MOTIVATION

HIGHER

1.Maslow’s Hierarchy of Needs

2. Herzberg’s two-factor theory

THEORIES OF MOTIVATION

• Maslow’s theory states that employees

have 5 levels of human needs to be met
at work

• These needs are in a hierarchy- The

lowest level of need must be satisfied
before a person can move on to the next
level

MASLOW’S HIERARCHY OF NEEDS

​

​

​

​

​

​

​

​

​

​

​

​

​

​

Open Ended

What BASIC needs do you need to be met to perform well at school?

Open Ended

What PSYCHOLOGICAL needs do you need to be met to perform well at school?

MASLOW’S HIERARCHY OF NEEDS
LEVELS OF THE HIERARCHY EXPLAINED

Self Actualisation

People want to feel they are achieving something. Managers
should help staff set and reach their own personal targets.

Self-Esteem

People want to feel valued by others. Managers should praise
and encourage, and give financial rewards for good
performance.

Love

People enjoy the company of others. Managers should
encourage team work and social contact.

Safety

People want to feel safe and secure from harm. Managers
should give their workers job security.

Physiological/ Basic

People need food, water, shelter, clothing and warmth. These
should be met by a basic wage.

Multiple Choice

People want to feel valued by others. Managers should praise
and encourage, and give financial rewards for good
performance.

• Love

• Belonging

• Self Actualisation

• Psychological

Multiple Choice

People enjoy the company of others. Managers should
encourage team work and social contact.

• Love

• Belonging

• Self Actualisation

• Psychological

Open Ended

Describe self-actualisation.

Open Ended

Describe two factors of Maslow's Hierarchy of needs. (2)

• Herzberg’s ideas are much more straightforward than

Maslow’s. Herzberg believed all the needs of workers
can be put into two groups.

• Hygiene Factors – are the things a business has to

provide to keep workers contented. These include
clean, quiet and safe working conditions – as well as
adequate rest breaks.

• Motivating Factors – are the things that will encourage

workers to do their best – like praise from managers,
career advancement for good workers and more
responsibility

HEZBERG’S TWO-FACTOR THEORY

ICT IN HR
HIGHER

56

ICT Supporting Training

• Multimedia interactive packages used whereby trainees work through

materials on their own.

• Completed work could be e-mailed to tutors for comments
• Computer simulation software can help train technical posts e.g. pilots
• Power point presentations used in lecturers
• Video conferencing used to link people in remote areas to a trainer
• Video recordings made of people learning eg interview skills
• Trainer may use an LCD projector when showing work on a PC
• Information for projects, reports obtained by using the Internet
• Preparation of materials
• Staff database used to identify staff requiring training, courses already taken

etc