Human Resource Management Level-II

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Introduction to the Module This module focuses on developing employee participation in Human Resource Management (HRM). Work within organizational requirements Develop effective work habits Identify current resource use Act with environmental regulations Seek opportunities to improve resource efficiency Unit One: Work within Organizational Requirements 1.1 Identifying Organization's Requirements and Responsibilities Organizational requirements are critical activities to meet stakeholder needs and objectives, documented in a Business Requirements Document (BRD). Organizational Policies: Decisions by management on operations and goals. Organizational Procedures: How operations are performed. Advantages of Well-Planned Procedures: Simplicity of operation of tasks Minimum supervision Utilization of specialist staff and equipment Avoidance of non-essential steps Less duplication of work Less need for checking work Allocation of work according to ability and essential experience Fewer rules Reduction in paperwork Better revision and updating Improved quality and uniformity of work and documentation B. Organizational Goals and Objectives The primary goal for a private business is to make a profit. Effective organizations have: Clear goals and objectives for all personnel. Functions determined to achieve goals. Staff and resources established to perform functions. Organizational values, standards, and behaviors followed. C. Business and Performance Plans Organizations set goals and objectives through business and performance plans. Strategic planning involves: Determining policies and strategic programs. Establishing methods for implementation. D. Enterprise Agreements Set terms and conditions for employees, outlining employer provisions. E. Equal Employment Opportunity (EEO) Fair treatment in employment decisions (hiring, promotion, termination, compensation). F. Anti-discrimination Equal chances for all applicants based on suitability for the job. G. Quality and Continuous Improvement Ongoing efforts to enhance quality and efficiency. H. Access and Equity Principles of social justice ensuring fairness and addressing disadvantages. I. Ethical Standards Principles established by founders to communicate moral values and guide decision-making. J. OHS Procedures (Occupational Health and Safety) A branch of public health focused on improving workplace health and safety standards. K. Employment Agreements Contracts outlining terms and conditions of employment between employee and employer. L. Industrial Awards Grant minimum pay rates and conditions of employment (e.g., leave, overtime) to wage earners in an industry or occupation. 1.1.2 Organizational Responsibilities Ensuring efficient operation and benefit for all stakeholders, following uniform guidelines. 1.2 Employee and Employer Rights and Responsibilities Both parties have rights and responsibilities within the employment contract. Employee Rights: Correct wage, union membership, leave, safe work environment, freedom from discrimination, resignation, grievance resolution, instructions, training, promotion based on merit. Employee Responsibilities: Treat co-workers equally, care for health and safety of others, report unsafe practices/accidents, punctuality, obey lawful instructions, confidentiality, know terms of employment, accountability for employer property, courteous service, respect diversity, advise inability to work, give up inventions made on employer's time. Employer Rights: Dismiss workers per law, expect loyalty, expect reasonable care from employees, expect accountability for resources. Employer Responsibilities: Safe work environment, free from discrimination, report serious accidents, worker's compensation insurance, risk management, appropriate safety equipment, consult on OHS, correct wages, award-compliant conditions, fair treatment (EEO), not unfairly dismiss, clear instructions, performance evaluation/feedback, advice/training, relevant legislation consideration. 1.1. Complying Responsibilities, Goals and Objectives Understanding and adhering to organizational goals, objectives, policies, and procedures. Benefits of Strong Workplace Compliance: Prevents illegal/unethical actions, encourages reporting, sets employee expectations, supports goals, increases productivity, promotes growth, prevents crises, aids legal defense. 1.4 Identifying Roles and Responsibilities of Colleagues and Supervisors Roles: Position on a team or in the organization (job title). Responsibilities: Tasks and duties of a particular role (job description). 1.4.1. Roles and Responsibilities of Colleagues A colleague is a person with shared professional goals, potentially different roles/skills/rank. Participate in meetings, share knowledge. Respect others' contributions. Listen carefully, ask questions. Be enthusiastic. Work for consensus. Commit to team objectives. Carry out assignments (data collection, reporting). Respect human dignity. Promote professional satisfaction. Establish relationships of respect, trust, cooperation. Share resources and information. Support coworkers' professional needs and development. Accord co-workers due respect. Understand own job responsibilities. Work with supervisor on job description accuracy. Actively participate in educating self on compensation programs. Proactively seek feedback from supervisor. Communicate openly with supervisor. Seek development opportunities. 1.4.2 Roles and Responsibilities of Supervisors Supervisors monitor and regulate employee performance. Responsibility to monitor and train employees: Handle a team, ensure efficient work, provide training, monitor performance. Helps in planning and organizing tasks: Plan and organize projects to ensure timely completion with minimum resource waste. Plays a role in human resource management: Assists HR, works closely with employees, responsible for their performance. Ensures 100% productivity of employees: Ensures team members work to their best ability, addresses productivity declines. Communication link between employees and management: Passes instructions from management to employees. Works towards employee development: Identifies special skills/talents, provides growth opportunities. Responsible for defining the task to employees: Divides projects into tasks, explains them in detail, ensures understanding. Responsible for facilities provided to employees: Ensures employees have required facilities (sitting, lighting, water, ventilation) for productivity. Makes sure that necessary resources are available for the job-at-hand: Ensures tools, materials, machinery are available and in working condition. Evaluates the performance of employees and presents a performance report to management: Provides performance information to management for decisions (promotions, salary, bonuses, termination). Responsible for maintaining discipline: Creates discipline, ensures employees use work hours productively. Provides moral support to employees: Listens to problems, offers solutions, shows empathy, motivates. Ensures the optimum utilization of resources: Ensures human resources, material, and machinery are used efficiently and not wasted. Addresses conflicts among the team members: Resolves conflicts to prevent impact on performance and projects. Importance of defining roles and responsibilities: Ensures everyone understands duties, performs tasks efficiently, avoids wasted energy, and improves collaboration. 1.5 Standards and Values to be Detrimental to Organization and Communicate to Supervisor Types of standards include: Internal standards (set by top management). External standards (set by government/industry bodies). Predetermined standards (budget, strategic plan). Unacceptable behavior in the workplace (bullying, harassment, discrimination, rudeness, privacy breaches, gossiping) upsets people and leads to loss of productive employees. Examples of unacceptable behavior: Jokes/comments about race/nationality. Criticizing people in their absence. Unwanted sexual advances. Threatening job loss or promotion failure. Using foul language/gestures. Deliberate unwanted physical contact. 1.6 Identifying Behavior to Safe Work Environment Workplace cooperation involves working in harmony with colleagues and supervisors, adhering to organizational requirements. To work cooperatively: Work as a team member. Discuss and negotiate problems/tasks. Solve problems as a group. Listen to ideas/opinions of others. Share knowledge/skills. Identify and report risks/hazards. Use business equipment according to guidelines. Behavior in the Workplace Organizations expect courteous, polite behavior, and respect towards colleagues, customers, and visitors. Acceptable Behaviors include: Respect for others and self. Acceptance of others regardless of age, physical appearance, disability, race, nationality, and position. Open and honest communication. Trustworthiness, reliability, and professionalism. Understanding how behaviors affect others. Ability to give honest feedback based on evidence. Understanding that people are usually working to the best of their ability. Unit Two: Develop Effective Work Habit 2.1. Balancing Work and Personal Priorities Work-life balance is about fulfilling a life outside of work to improve performance and reduce stress. It involves dividing time and focus between work and personal life. 2.1.1 Personal Priorities Priorities are meaningful and important areas of life that require effort and time. They provide meaning, purpose, and motivation. Top 7 Personal Priorities: Life Mission Physical Health Quality Time with Family Healthy Relationships Mental Health Finances Self-Improvement 2.1.2 Work Life Priorities Prioritizing work is key for time management. It involves identifying urgent and important tasks and ranking them. Example list of priorities for work: Publishing articles. Attending to high-value or time-sensitive customers or clients. Creating new programs. Drafting the newsletter. Researching topics to write about. Answering emails. Accounting. Meetings. Website maintenance. Steps to Prioritize Work Effectively: Identify Your Goals: Establish long-term career and personal goals. Create a List of Your Tasks: Make a master list of all current and future tasks, then break them into monthly, weekly, and daily. Assess Importance and Urgency: Identify tasks that need quick completion (urgent) and those that align with long-term goals (important). Measure Value: Prioritize tasks based on their value (e.g., client projects over internal reports). Order Similar Tasks by Effort: Tackle tasks of equal priority that take the shortest time first. Be Open to Changes: Priorities can change; reorder them as needed. Know What to Drop: Cut remaining tasks if time is limited, focus on top priorities. 2.1.2 Balance Work-Life Priorities Ways to balance personal-work priorities: Monitor your own work performance. Deal with competing work demands. Plan for technological breakdowns. Ask for feedback. Personalize your workstation. Organize your workspace. Use electronic aids for time management. Need for Work-Life Balance: Essential for health and happiness, balance changes with career progression. Outcomes of Imperfect Work-Life Balance: Stress: Constant pressure leads to sacrificing personal space. Physical problems: Increased ailments (hypertension, diabetes, heart attacks), especially for women (gynecological issues). Relational problems: Less time for family. Hangover: Professional world impacts personal life. Unethical practices: Adopting unhealthy behaviors (boozing, smoking, drugs) to cope with stress. Disturbed families: Neglecting family due to work targets, leading to broken families. Decreased performance: Stress impacts employee ability and performance. Organization in jeopardy: Employee stress affects overall organizational goals. Role of HR in achieving Work-Life Balance: HR should assist employees, identify issues, find solutions, and include Work-Life Balance as a policy. HR decisions: Planning the work. Providing a Flexi approach towards work. Job analysis specifications/descriptions. Being empathetic towards employees. Providing space for personal lives. Family get-togethers at the workplace. Work-life Balance Initiatives by the Organization Creating flexible working arrangements. Job sharing. Working from home. Providing health-related programs. Benefits for the organization: Improved staff retention, less sick leave, less stress-related illnesses, better work cooperation, increased motivation/productivity, greater ability to meet customer demands. Benefits for the employee: More time for personal activities, improved personal/work relationships, less stress, more opportunities for family activities, more time for hobbies/studying. 2.2 Time Management Strategies and Work Duties Time management is organizing time to maximize productivity. Effective time management involves: Setting priorities. Taking charge of situations. Experimenting with different ideas. Changing habits that waste time. Time Management Strategies: Prioritize your work schedule. Listen actively and effectively (body language, directness). Question actively and effectively (open/closed questions). Are you effective or efficient? Know your job. Understand your abilities and skills. What are your values and attitudes (relative to work)? Time management + Stress management = Work-Life Balance Tips for Time Management: Proper planning. SWOT analysis. Expert advice. Reminders. Motivators. Self-motivation. Tips for Stress Management: Take it easy. Seek solutions instead of brooding. Accept facts, stop blame. Boost yourself. Enjoy your work. 2.3 Appropriate Dress and Behavior Employee dress and behavior reflect the organization's image. A code of conduct outlines responsibilities and expected behavior. Dress and Behavior Codes: Specific dress code (e.g., business attire, uniform). Appropriateness for work group/department. Priority of client dealings vs. internal dealings. Code of conduct/mission statement explaining corporate goals. Dress Standards: Provide guidance on appropriate work wear, aiming for a professional image. Dress codes should be: Applied equally to men and women. Relevant to the job and reasonable. Allow workers to follow cultural/religious beliefs. Fair to people with disabilities. Workplace dress must be neat, clean, appropriate for the work and setting. Torn, dirty, frayed, or offensive clothing is unacceptable. Unit Three: Identify Current Resource Use 3.1 Identifying Environmental and Resource Efficiency Issues Organizations reduce greenhouse emissions to save costs and gain competitive advantage. Environmental performance is key. Resource efficiency issues: Maximizing opportunities to improve business environmental performance. Ways to improve business environmental performance: Comply with laws and regulations (e.g., waste disposal). Reduce environmental footprint (land for resources). Reduce greenhouse gas emissions (carbon dioxide from energy/fuel). Minimizing environmental risks. Promote efficient production/consumption (waste minimization, waste management). Efficient resource usage (material, energy, water). Use fewer resources (renewable or not) to reduce environmental impact and save money. 3.1.1 Resource Efficiency Focuses on energy, water, material use, and waste generation. A. Energy Use Reducing energy consumption saves costs and reduces greenhouse gas emissions. Ways to save energy: Turn off lights and equipment when not in use. Use power-saving functions on office equipment. Use efficient motors. Use efficient lights. Replace incandescent tubes with fluorescent tubes. Install skylights. Keep heating at $20^\circ$C. Insulate rooms. Fit self-closing doors. Minimize hot water use. Use alternative energy sources. B. Water Use Ways to save water: Compare water usage and adjust. Fix dripping taps. Fix leaking pipes. Install a rainwater tank for garden watering. Install a grey water system for reuse. Install half-flush devices on toilets. Avoid using water wherever possible. Investigate ways to use or treat wastewater. Use alternative treatments or chemicals for production. Use dishwashers/washing machines with less water or eco settings. C. Material Use To improve material usage: Examine packaging use. Use materials that produce less waste. Check environmental standards of suppliers. Use recycled materials. Use products designed for long life. Avoid high-risk products/services. Only store needed materials. Store all materials in designated areas. Keep stored materials labeled. Keep storage areas clean. Ensure storage containers are sealed. Keep spill kits in chemical storage areas. D. Waste Generation Remember the 4 R's: Reduce, Reuse, Recycle, and Replace. Waste Hierarchy: Most desirable Reduce Reuse Recycle Replace Least desirable Dispose Reduce waste by: Quantifying waste produced. Accounting for raw material difference. Examining work activities for reduction. Keeping a running tally. Reuse by: Reusing drums/containers. Reusing materials in work activities. Selling waste to other production processes. Replace: Use alternative materials or procedures to reduce environmental impact. Healthier options exist (e.g., less toxic cleaning products, cold water for washing). Recycle by: Segregating waste. Composting organic waste. Separating recyclable waste. Environmental Sustainability: Using resources in a way that does not deplete them for future generations. 3.2 Using Resources in Own Work Role Assess your own resource use and approach to environmental efficiency. Identify improvement possibilities and be familiar with environmental hazards. Resources used may include: Plant and machinery. Tools. Lights. Office equipment. Stationery. Raw materials. Chemicals. Toilet facilities. Lunchroom facilities. Other products. Consider environmentally friendly resources, disposal of waste (electronics, food waste), and whether current resource use is effective. 3.3 Documenting and Measuring Current Resources 3.3.1 Document Resource Usage Use templates for regular data collection. Ensure accuracy by comparing requisitioned vs. ordered materials (e.g., paper). 3.3.2 Measuring Current Resources Calculate usage rates to track efficiency. Review supplier invoices for readily available data (e.g., water, electricity bills). To determine current resource use: Determine what resource usage to look at. Determine how to measure resources: Desktop assessment: Review reports and records (purchasing logs, receipts, utility bills, waste bills, equipment lists). Physical assessment: Physically count items or observe employees (workplace inspection). 3.3.3 Resource Use, Waste Generation and Efficiency Profile Establish a profile to collect and analyze baseline data, identify efficiency indicators, and track progress. 5 steps in the process: Collect data: Quantity of resources, production/activity, waste, greenhouse gas emissions, water for fire testing. Collect monthly over 2 years. Analyze data: Compare resource consumption/waste to business activities; use industry benchmarks. Establish a baseline period: Use collected information (current data, at least 12 months, no older than 2 years) for evaluation. Identify activities: Divide data by workplace activities, not departments, for accuracy. Estimate resource use and waste generation for key activities: Undertake an integrated mass and energy balance. $sum(\text{individual activity resources/wastes}) = \text{total resource/wastes}$. $sum(\text{inputs}) = sum(\text{outputs})$. Competently measuring resource usage requires sound literacy, numeracy, and technology skills. Track resource usage via meters and invoices. Environmental consultants can audit, identify gaps, and provide training. 1.4 Record and File Usage Documentation File documents according to organizational practices. Good filing practices: Set aside time for filing. Remove paperclips/staples. Check/mend damaged files. Attach small documents to A4 sheets. Create secondary files for larger sets. Return files promptly. Most organizations use computer systems for electronic filing, requiring sound technology skills. 1.4.1 Saving a File Determine the folder (file path) for saving. Follow organizational specifications for naming and saving files. Why record and file documents? To track resource usage, identify impact of environmental initiatives, and access data for future reference. 3.5 Identify and Report Hazards A hazard is a situation, activity, or substance with potential to cause harm. Environmental risk is the likelihood of injury, disease, or death from environmental hazards (chemicals, runoff, spills, noise, air pollution, dust, fumes). Examples of workplace environmental hazards: Noise pollution: Can cause hearing damage; requires protective equipment. Air pollution: From smog, vehicle/industrial emissions; causes respiratory/eye problems. Chemicals: Corrosives, irritants, sensitizing agents; cause skin disease, poisoning, respiratory illness; require proper handling and protective equipment. Dust and fumes: Cause respiratory concerns; risks from lead, asbestos, some timbers, building materials. Disposal hazards: Regulations for correct disposal of chemicals/hazardous materials; do not pour down sink or throw in general rubbish. 3.5.1 Identify Hazards Ways to identify hazards: Workplace inspection. Talk to employees/workers. Consult MSDS and manufacturer's instructions. Examine accident/incident records. 3.5.2 Reporting Hazard Report identified hazards to appropriate persons. Hazard reporting procedures: Report immediately to supervisor, OHS/WHS Officer, or Environment Officer. Control the hazard if safe to do so. Complete required documentation/forms. Follow workplace safety procedures. Controlling hazards involves elimination, isolation, or risk minimization. Only attempt control if safe. Identifying and acting on environmental hazards is an important sustainable practice. Unit Four: Act with Environmental Regulations 4.1 Follow Workplace Procedures Workplace procedures to be followed: Law: Legislation enforceable by courts. Regulation: Rule to control/govern conduct. Code of practice: Written guidelines for recommended processes/actions. Best practice: Methods/techniques with superior results (benchmarks). Industry guidelines and regulations: Specific to industries (e.g., building, manufacturing). Local council by-laws and regulations: Cover environmental issues (e.g., waste disposal). Compliance: Meeting requirements of practices, legislation, standards, or contracts. Businesses comply to ensure sustainability and meet stakeholder expectations. 4.2 Reporting Breaches Environmental Reporting Breach: Misrepresentation or failure to disclose climate change information. Report identified breaches to appropriate personnel, even if committed by colleagues, as breaches can risk employees and the environment. Basic information when reporting a breach: Date, time, location. Vehicle registration (if applicable). Actions and equipment involved. Description of people involved. Cause of the incident. Recommendations for future prevention. Consult supervisor/manager for workplace procedures. Appropriate persons to report to: Environment officer. Supervisor. Owner. OHS/WHS officer. Factors affecting who to report to: where the breach occurred, time of observation, who is available. 4.3. Scheduling Work Practices and Works Safely Safe work practice: Guidelines for performing tasks with minimum risk to people, equipment, materials, environment, and processes. Five workplace safety practices: Be Mindful of Your Surroundings: Be aware of dangers, understand potential hazards, protect self and co-workers. Identify Different Hazards in the Workplace: Report health/safety issues, conduct routine inspections, minimize risks. Maintain Cleanliness: Keep work area clean to avoid safety issues and improve focus. Eliminate Distractions: Especially in high-risk workplaces, set policies (e.g., No Electronic Device Policy). Remove Fire Hazards: Store flammable items securely, separate from ignition sources, dispose of combustible waste daily. Take a Break: Replenish energy, stay alert, focus on difficult tasks during peak concentration. Stay Updated on New Safety Regulations: Participate in safety orientations and training for new equipment. Practice Proper Communication: Clear communication of best practices prevents accidents. 4.4. Selecting and Using Safely Materials, Tools and Equipment Follow OSHA guidelines for material handling equipment safety. Material Handling Equipment Safety Tips and Measures: Source reliable units from authorized suppliers, with parts and repair support. Training and Certification of Operators: Ensure operators are certified; provide training if needed. Assess the Load: Do not overload equipment; divide loads into shifts; operators/supervisors ensure appropriate load. Consider the Surroundings: Take precautions for obstacles; use work zone signs. Ensure tools are properly maintained and used. Monitor electrical equipment for problems (faulty connections, smoke, sparks, loose wires). Do not tamper with electrical equipment; consult qualified personnel. Switch off electrical equipment at the socket. Never overload socket outlets. Use correct adapters for two-pin plugs. Unit Five: Seek Opportunities to Improve Resource Efficiency 5.1 Follow Organizational Plans for Improving Review workplace operating procedures, policies, and plans for environmental practices and resource efficiency. Organization plan should include: Actions and associated sub-actions. Who is responsible. Timeframes for implementation. Other relevant notes/comments. The plan details key actions for improvement strategies. 5.1.1 Resource Efficiency Systems Examples of resource efficiency systems: Environmental and Resource Sustainability Initiatives: Government initiatives specific to industries/resources (e.g., ICT sustainability, environmental reporting, management systems, purchasing, water efficiency). Waste Management Hierarchy System: Ranks preferred waste disposal methods (Reduce, Reuse, Recycle, Recover, Dispose). Reduce Use of Non-Renewable Resources System: Avoid or reduce use of non-renewable resources (fossil fuels, nuclear power, aquifers). Supply Chain Management System: Influencing suppliers to adopt sustainable practices, purchasing sustainable products. 5.1.2 Standards, Guidelines and Approaches Help integrate environmental plans: Ecological footprinting. Global Reporting Initiative. Green office program (cultural change). Green purchasing. 5.2 Identifying Possible Areas for Improvements Consult team members for improvement ideas. Use effective communication skills, asking open questions to gather detailed answers. 5.3 Making Suggestions for Improvements Report improvement ideas clearly and specifically, with examples and measurable outcomes. Suggestions may relate to: Improve energy efficiency. Increase use of renewable, recyclable, reusable, and recoverable resources. Maximize opportunities for solar power/alternative energy. Prevent and minimize risks. Reduce greenhouse gas emissions. Reduce use of non-renewable resources. Discuss suggestions with: supervisor, OHS/health officer, environmental officer, team leader. Example recommendation: Reducing office lights during less busy times to save electricity and costs.