INTRODUCTION
The main objective of the Human Resource Department will be to fulfill the requirement of the human resources to various departments. HR Department need to perform the following functions to meet the objectives.
(1) Staffing Function
(2) Personal Administration Function
(3) Motivation Function
(4) Maintenance of Staff Function
Although all functions can not be performed overnight, we can reach the target by forwarding step by step.

HUMAN RESOURCE FUNCTIONS
Staffing Functions
The main function of the HR department is the staffing function. It was placing individuals with the right skill sets in the right position at the company.
a. Employment Planning:- it is necessary to be align with the company’s missions / objectives.

b. Recruiting:- it is necessary to obtain adequate applicants and to give information to unqualified candidates not to apply.
We should perform the following procedure for recruitment of staff
• Advertising/ Announcement
• Sorting the applicants and Reject the applicants that do not meet Job Description
• Line managers selected the candidate by doing interviews and tests with the support of HR department.
• Issue Appointment Letters
• Letter of Employment (Contract of Employment) signed by Company and employees
c. Personal Administration:- As it is necessary to have the personal records and job description on each posts, we have to classify the jobs by making job analysis on each position and leveling.
HR department should collect the following information to support the personal administration of lines managers.
• Personal Records of Staff
• Job Description on each posts
• Job Analysis on each positions
• Organization Charts
• Discipline Guide Books for Staff
• Attendance/ Leave Procedure
d. Employee Relations Program:- The HR department should enhance the employees relationship with the company to be better.
• To help to understand the rules and procedures
• Ensure the procedure/ policies are enforced properly.
• Open Communication between employees
Training and Development Functions
The purpose of the training staff are (1) Employees need to adapt to the new surrounding (2) helping Employees to maximize their potential capability (3) helping employees to accept the company setting culture in philosophy as well as values.
It is necessary to make the training need analysis conjunction with the line managers to conduct required training courses and selection of suitable trainees.
Motivation Functions
One of the main functions of the HR Department is motivation of staff. Motivating the staff will help to improve the productivities and services.
We should consider to provide the staff welfares functions such as vocations/ family days/ etc and to introduce performance appraisal and reward systems (eg. Best staff of year 2009)
Maintenance Functions
Now a day management realizes that the competent officers and skill workers are assets of the company. So HR department should consider to maintain the good workers for the sake of the companies. The staff need to have job satisfaction to stay at company.

APPROACH TO IMPLEMENTATION OF HR DEPARTMENT
As a first stage, we should have to approach the following action step by step properly to achieve HR functions.
1. Collection of personal Data
2. Job Analysis by getting information of jobs from individuals
3. Selection of Staff and employment
a. Announcement with Job Requirements
b. Selection short list by matching criteria of Job Requirement that set by Line Managers/ Head of Departments
c. Tests and Interview for selection by Line managers
d. Issue Letter of appointments and sign the letter of Employment by employees.
4. Attendance Records and working hours
5. Leave application system and leaves entitled for individuals (Casual leaves/ Annual Leaves/ Medical Leaves/ Maternity leaves/ etc.)
6. To get Organization Charts which have clearly stated “Chain of Command”
7. Conducting Trainings
a. Selection of suitable trainees
b. Selection of suitable training Courses
c. Selection of place to conduct training courses.

CONCLUSION
It is necessary to have the support of management and cooperation of all staff for implementation of HR functions. I believed that the above plan will be helpful to guide the implement HR functions and getting improvement of the staff performance.

Reference List of the Misbehavior and Misconducts

The below list is the collective of the misconducts which against company’s setting rules, regulation and disciplines for reverence. But it will not be limited by the list.

Abbreviation

VW     – Verbal Warning

WW     – Written Warning

S/F       – Serious or Final Warning

SD       – Summary Dismissal

Anyway I like golf because ? – the following are the reason, why I like golf.
- Men (Women) in any age can play golf but not for other sports. Old man like me, cannot play table tennis although I play in young age.
- Due to the system of Handicap, any level of players can play together. So it is not necessary to be shame of playing worse. I always did.
- Golfers have plenty of time to talk in golf course because the hitting ball is a small portion of the time. So it can make you relax and exchange information.
- You can guess the people’s characters, moral, temper and idea in golf course. So you can see what kind of person he is.
In Business point of view you can also have good friend in golf course. Then it can also improve your health.

Sp Please do.

(1) When someone’s innovation makes the profit apart from normal business, it will be taken account as bonus to share all staffs.

(2) It will be calculated to share staffs as 10% + 10% and 80%

• For the Idea- the innovator staff (one or more) will get 10% of the Bonus
• For the implementation of the program – all participants will get equally upon 10% of the bonus (may be including innovator or not) .
• For supportive of the program – all staffs of the company will get equally upon 80% of the bonus

(3) He is going to create passages (the ways) to come up new ideas from the bottom to the top by:-

• Discussion monthly at assembly of staff groups.
• Suggestion Boxes placed at the offices (for new ideas only)
• Announce the incentive program for new idea.

I appraised him as a reinforcement to his activities. But I have confused on using money for incentives of  new idea and motivation.

I have learned that “Money” is not motivator, just a hygiene factor. So is it correct using Bonus for incentives?

But we can see that it works. Why?

I thought that it will be – because of “Incentives”

Additionally if he added the program for awarding ceremony for recognition of their profitable work done, I thought it will be a perfect program.

(20/10/09)

Performance appraisal can give you not only the status of performances but also feed back information from staff. Feedback information is useful for remedy of weaknesses.

What will you get from Performance Appraisal?

(1)   Improving Performance

1. Setting expecting performance during a period. So it gives you SMART objectives of individual.
2. Measure the actual performance. It urges the staff to work as setting objective.
3. Excellence workers will get work satisfaction by recognition of company.

(2)   HR Managers can view

1. The relationship of superior and his/ her subordinate.
2. The grievance and conflict between the same level colleagues and between superior and subordinates.
3. During interview of Appraiser and Staff, they can discuss openly about the performance and reason of success or fail the targets. So they can have a chance to relax their grievance and stress by talking to superior.

(3)   HR can implement motivation program

1. Job rotation
2. Job enlargement and Job enrichment
3. Reward (Bonus, Increment salary, Benefits, etc). But it should be noted that the money is not motivator. So it should be consider as an incentive for achievement.

(4)   HR can make succession plan of the posts which are going to be vacant. (Due to retirement, resign, promotion, resign, training etc.)

(5)   HR can make training needs analysis from appraisal.

(6)   HR can prepare the future plan of Human Resources by using the information from appraisal reports inline with the company’s future plan.

(7)   As the appraisal process are setting goals, evaluating and produce appraisal reports with the agreement of the workers/ staffs, it is the continuous process without gap.

(8)   Finally the continuous process of appraisal will make continuous improving of performance.

What are the downsides of Appraisal System?

(1)   If the appraisers are not qualified person, the appraisal reports can not be correct and bias.

(2)   If it was unfair judgment by appraisers, the workers are demotivated.

(3)   Demotivation made un-satisfaction at jobs and continuous degrading.

(4)   Waste of Time.

(30/09/09)

What do you think? Please give me your comments!

It is Not Perfect System

There are a varieties of Performance Appraisal system and their forms using at various organizations. But I thought that most of them are not perfect system to measure fairly.

Obviously comparing the performance who perform the same jobs can be judged easily and correctly. But for different jobs and functions, it is not easy to judge correctly by using same performance appraisal system and forms  for all.

Therefore I wonder – which appraisal system and forms are better to measure correctly and fairly. It is very important because the result of appraisal report will be used for performance related bonus and salary increment. These all are intending to improve staff motivation.

As far as I know most of the Human Resources Department use the same forms and same procedure for performance appraisal for all in organization. Although some HRD use  different forms for different level (grade), but not for different department or units or sections. As my opinion, using same procedure and same forms for all are not appropriate.

Different Appraisal System for Different Functional Sections ???

So I thought it is more appropriate to do in different appraisal system and forms for different Functional Departments. The functional department measure and compare the performance among each others in the departments or sections.

Then Human Resources Department should consider by comparing the total performance of various departments or achievements of the departments by viewing as the whole.

Again the individual under the department should be justified their value of performance related to the performance of department so that you can get the real value of the performance worth for rewards.

It is only my thought.  Because I did not satisfy the use of single performance appraisal procedure and forms for everybody.

Who use different systems for difference?

Do you know who are using that kind of difference procedure and different forms for different sections?

I really want to know what will be happened if we use multiple forms and procedures for different individuals.

What can be downside of it?

• Very complicated?
• Appraiser and appraisees misunderstand and disagree because it can be difficult to judge whether it is fair or not.
• Will the rewards (bonus, salary) be different?
• What else?

What ?

• So – How can we set a perfect Appraisal System?

Some experts assert that there is no difference between human resources and personnel management. They state that the two terms can be used interchangeably, with no difference in meaning. But Decenzo and Robbubs writer of the HR Management Book and others argued that the personnel Management and H.R Management are different aspect.

The personal departments in organization were often perceived as the health and happiness crews since 1960s. Their primary job activities involved planning company picnics, scheduling vacations, enrolling worker for health care coverage and planning retirement parties.

Previous time, the worker performed a job in a specific department, working on particular job tasks with other who did similar jobs but today work environment are totally changed from previous time. Global competition has also increasing the importance of organizations improving the productivities of their workforce. HR Management required knowledge of psychology, sociology, organization and work design and Law to manage the workers efficiently rather than personnel department did.

Therefore Human resources is described as much broader in scope than personnel management and major difference can be described as philosophical.

Comparison of Personal Management and HR Management

-end-

I hope it may be helpful for students who studied the Management.

Leadership Styles

In order to studying of the distinguished leadership styles of the three leaders, I have collected the information of the following three persons to study of the strength and weakness of their leadership style.

1. Mr. John Straight          – General Manager, Shine Computer Company.
2. Mr. Abraham Cole       – General Manager, TriStars Electric Motor Factory.
3. Dr. Catherine Chan       – Director, Globe Medical Research Center.

I have interviewed with these three persons and some staffs from their companies to get the required information. And I have analyzed their leadership style and behaviors which give their success and weakness.

Case -1 (Mr. John Straight)

When Mr. John Straight, General Manager was appointed at Shine Computer Company in 2000, he was expected to apply his marketing expertise to improve the company’s relationship with retailers and customers. Stephen who is the former GM of the Company was also legendary of the company in technical innovation. Last 2 years, the company ran into trouble because it missed the deadlines for developing parts for client companies. Furthermore there were no other new major products under way.

Once John became GM after Stephen, he moved quickly to reorient the company. He first imposed new controls to raise gross profit margins to the highest in that year. Recognizing that business provided a better market of small developing parts, he then channeled greater efforts toward marketing strategy for new customers of small-scale computer companies. He also reemphasized the importance of meeting goals and deadlines, resolving to discontinue the company’s habit of making public promises and then taking them lightly. To keep the creative juices flowing, he spend a great deal of time meeting with groups of managers to talk about mistakes as well as successes and to try to determine which future directions were really important. He wanted new products to percolate freely from “within” rather than be dictated from above. He also placed all the product development efforts into a single group, doubled the R&D budget, hired more engineers and brought the marketing and manufacturing people into the developmental process earlier. At the same time, he promoted a number of talented managers into slots with greater responsibilities by delegating more authorities. He encouraged his manages to conduct a lot of meeting with their staffs to have the work commitment from them. The business of the company became boom up again and running well under the good leadership of Mr. John. Mr. John is really a good leader to achieve the targets.

He led the company as Democratic leadership style.

Leadership is the ability to influence members of an organization to work towards the attainment of its objectives. Leadership is important to the success of any group although the nature and style of leadership needed in one situation may differ substantially from that need in another. The leadership style can be classified as Democratic style, Autocratic style and Laissez-faire style.

The democratic leader encourages subordinate participation in decision-making determination of policy and implementation of procedures.

The autocratic leader gets others to do things for him through the use of fear, threats and punishment. He exercises the authority for decision-making, determining policies and procedure.

A laissez-faire manager consciously makes a decision to allow subordinates freedom of action. He does not interfere but is readily available to offer help if needed.

When we review John’s leadership style, he practiced many delegations to his managers. He had a lot of meetings with his managers and made decision by group discussion with commitment from managers. He motivates them in various ways. Finally he got the success. The beauty of John’s management was the reviewing the past experience of mistake and success to determine the future direction of new products.

But the weakness of his leadership was relying upon a group of managers. If the group of managers has not capability, the company will not be successful. The important thing is selection of the competent managers who will take responsibility of these tasks.

John should keep in mind about that a good democratic leader encourages participation and delegates wisely, but never sight for the fact that he bears the crucial responsibility of him. The good leader should value group discussion and input from his team and can be seen as drawing from a pool of his team members’ strong points in order to obtain the best performance from his team. He needs to motivate his team by empowering them to direct themselves and guides them with a loose reign.

Case 2 (Mr. Abraham Cole)

Mr. Abraham Cole who has been controller of the Steel Mill before he was appointed as General Manager at TriStars Electric Motors factory. The factory was continually falling short of its goals in areas such as production, costs, inventory turns, and quality. The financial situation was also very bad. Abraham learned about everything that was going on in the factory, spending several hours each day on the factory floor and often coming in for parts of all three shifts. He knew every operation, every piece of equipment, and almost every operator by name. In the process he reduced inventory 367 percent developed new delivery schedules and cut the number of supplies by more than one third. The factory becomes a model of world-class manufacturing.

Abraham’s management style is very participative and very directive. He was directive to the heading of the organization. He looked for credibility in people- credibility meaning doing what you say you’re going to do. And then he gave a bit of autonomy in some area but most of the decisions were from him.

In the above scenarios Abraham proved that his leadership style made success of the company. He is task orientated person to meeting goals by controlling the whole process of developing the new products.

The Leadership of Abraham was going straight to hit the goals of the factory. He seems to be tough but fair to his subordinates. He worked hard on cost-cutting such as reducing inventory. Then he worked together with their staff by closely supervision at the factory. The leadership style was likely at the side of Autocratic Leadership style. Although he gave quite a bit of autonomy to her direct subordinate, he was participate in every matters of the factory and made decision. So the efficient supervisors who are expert in their own area could not participate in important decision-making.

Leader has the power, which can influence others. Leader in organization typically rely on some or all of the under mention six major types of power.

Legitimate Power

Reward Power

Coercive power

Expert power

Information Power

Referent Power

Abraham used his leadership power efficiently to influence his staff successfully. He possesses the expert and information power by working hard. He practiced reward and punish to his subordinate.

The weakness of less delegation can make the development of factory slow down when it grew up. When the factory can make money he should change the leadership style to be result oriented democratic leadership style as a chief of the factory.

Abraham dominates team-members, using unilateralism to achieve a singular objective. This approach to leadership style is suitable for urgent rescue action for company’s deficit. But he should not us that style for longer after the company has got success. Generally an authoritarian approach is not a good way to get the best performance from a team because it will require continual pressure and direction in order to get thing done.

Case 3 (Dr. Catherine Chan)

Dr. Catherine Chan is a Director of Globe Medical Research Center. There have 90 staffs including 10 Research Officers at Catherine’s Department. She has quite successful in her research of medicine. The 10 research officers are working separately with their own schedule, although they have to report monthly to Catherine about their progress. When there has any requirement for research they use to come and discuss with Catherine at her office. Catherine is always preparing to support their various projects. Catherine use to discuss about the research when the Research Officers submitted if the research is really beneficial and effort. She does not dictate the programs detail except the approval of the research and its budget. The research officers are working independently to meet the targets. The Department of Catherine can provide many results to ABP Pharmaceutical Industries every year. The research officers and their staff are satisfied their jobs and always initiate for new idea. Catherine is very proud of her staff and their achievements. She is leading their department as Laizzer-faire leadership style. She realized that all of her staffs are well educated and self esteem. Recognizing and appreciating by their boss has been motivating them.

Catherine realized that a key aspect of leadership is delegation. Unless she delegates tasks to her subordinates, her team will become inefficient and demoralized. But the down side of her management is all of the projects did not controlled and adjust except waiting for the result at the target dates. Some projects are obviously failed since very early stage, but continued until last day. That can make the projects costly due to the over utilization of human resources and budgets. She needs to control the budgets strictly before starting the projects. The Laissez-faire technique is usually only appropriate when leading a team of highly motivated and skill people, who have produced excellent works in the past. Once a leader has established that the team is confident, capable and motivated, it is often best to step back and let them get on with the task, since interfering can generate resentment and detract from their effectiveness. But it is necessary to confirm if all staff are motivated and doing well.

When we analyzed the above three persons, we can notice they have got the success in different situations. The effectiveness of the different style of leadership depended upon various factors.

The Demand of jobs

The Organizational Climate

The Expectation of Superior

The Leader’s past experience and expectation

Subordinate’s characteristic, expectation and behavior

Peer expectations.

The Public Servants Selection Committee (PSC) selected the candidates for Official posts. But the lower posts are selected and employed by various organization.

I have been rejected many times for lower level post that I applied. The responsible persons did not want to employee me because of over qualification. I have Bachelor Degree of Engineer that should apply for Official post at PSC. But fortunately my uncle introduced me to a Construction Work to work as Daily wages worker. I got Kyats 6.50/- per day (equavalent to US$ 1.30). It is only hard labor work but my superior wanted me to work at Engineering Store. It was not worthy.

Later I tried to apply the vacant jobs at PSC and finally I got a job of Staff Officer (Asst Engineer) at Irrigation Department. Staff Officer is official name of post title. The salary was about US$ 100/- per month. The amount of salary was not very low in the period of last 30 years ago.

After I worked for about 14 years and I resigned the job because I wanted to work at the private business organization which can be more benefitial for me.

To get a good job was at the front roll of my life. I tried to get a job in well organized privite companies, especially . One after one I noticed the key factors of getting job.

What are the key factors to get a job at private organization?

• Important of Resume Writing technique.
• Important of Presentation skill at interviews
• Important of having sufficient Work knowledge and Work Experience in owned fields.
• Important of Honesty
• Important of IQ

Employers’ Side (Job seeker need to know what they acted)

1. Having Job Description
2. Having Sufficient Candidates for selection
3. Choosing candidates to meet the Job requirement (Education, Work Experience, etc..)
4. Setting methods of Testing and Interviewing
5. Selection the correct candidates for the correct posts.

Job Applicants Side (as You are)

1. To know about the Organization applied for job.
2. To write C.V or resume to be attractive by the HR manager.
3. To prepare for Test and Interview.

• To read the books for technical knowledge that required for that job.
• To recalled the past work experience to tell the interviewers.
• To guess the questions asked by interviewers.
• To make practice for presentation skill
• To have IQ and EQ (Emotional Quotient) by practicing.
• Pray God (If you believe)

Action

1. Dress neat and tidily.
2. Talk politely
3. Be confident to have that job (Don’t afraid)
4. Be serious, Be active, but control emotion
5. Don’t do the action of insulting the interviewer’s knowledge and position.
6. Do not shy for asking the salary package that deserved for the job.

I found that the above points are important for getting jobs.

According to my experience, it works. Because I have got good jobs that I wanted.

Please try it if you are seeking a job.

But I would like to remind you that you can not win every games. If you are not selected, do not need to disappoint. It is not the end of the world. The better potential job will be  come to you next time.

Good luck.

(28 Aug 2009)