Working with and Leading People

[Type the document subtitle]

Ryan Wardhana

11/24/2011

Contents1. Recruitment and Selection.....................................................................................................1

1a) describe the characteristics of the required person/s and discuss how potential applicants should be recruited........................................................................................................................1

1b) In order to select the right final candidates for the job, suggest relevant selection methods and justify their suitability...............................................................................................................2

1c) When designing the HR policy, what legal and ethical considerations should be included and how to affect the policy of your chosen company?........................................................................3

2a) Discuss strategies for building winning teams by exploring how the mix of knowledge and experience, how team spirit, and how clear expectations of relationships create an effective group which increases the organization’s effectiveness................................................................3

2b) Discuss what actions the company’s management can take in order to empower its employees.....................................................................................................................................5

2c) Explain what impact various roles that team members develop during team assignments have on team effectiveness...........................................................................................................5

3a) Evaluate the contributions of various key theories and styles of leadership...........................6

3b) Explain how leaders communicate visions, goals, and values to colleagues to improve organizational effectiveness. Discuss why leaders delegate objectives and how they motivate colleagues to achieve these objectives.........................................................................................7

3c) Describe how leaders promote confidence among colleagues to engage with change, how they empower colleagues to present their own ideas, develop their own ways of working within agreed boundaries and to provide a lead in their own areas of expertise.....................................7

Task 4 – Work and Development Needs.......................................................................................8

4a) Conduct a detailed job analysis and use appropriate objective-setting techniques and processes to implement and control suitable development strategies. In this context, suggest suitable delegation techniques to motivate and enable colleagues...............................................8

4b) Explain how well development needs have been met by the planned activities.....................8

4c) Evaluate suitable methods, with clearly defined and relevant criteria and objectives, to assess the performance of colleagues..........................................................................................9

4d) Identify factors affecting the quality of the performance of a specific job holder and use these to provide clear and constructive feedback on performance to this colleague. Incorporate results of the assessment into a specific personal development plans and other organizational procedures for dealing with this colleague's performance issues.................................................9

Bibliography.................................................................................................................................10

International SOS is a private middle company that is operating around the world, it provides service to their client in related to health care services. In this particular report it will discuss the International SOS in Indonesia only. International SOS has adopt the modern human resources management on how to manage the resources it have in term of human resources. Choosing the right employee for the right position is the first crucial decision.

1. Recruitment and Selection Recruitment is the process of attracting finding capable applicants for employing and staffing them according to their qualification and experience to the company where availability or at the post where vacancy is available. The vacancy for organization is identified by Line Manager, HR department and finance department. The line Manager will identify the vacancy when the staffs are resigned. The HR department is responsible of making Manpower Plan for the organization to identified vacancy when there is staff resigning or retiring. The financial Department is responsible to identified if there is budget available to add the existing manpower due to the organization needs or project. In International SOS the recruitment and selection process comes into several stages in order to find suitable person for the organization.

1a) describe the characteristics of the required person/s and discuss how potential applicants should be recruited.

For International SOS to find the right characteristic and recruit the potential candidate, firstly the organization develops the job description for the vacancy position. In the job description it will stated

The title of the position The employee grade the department The work location Line responsibility The responsibilities What the job entails The responsibilities the post holder can expect Qualification and/or skill required to perform the duties And special condition

The job description is need to accurate in order to attract the right candidates however it should not be too prescriptive that might put off the right people from applying by appearing to rigid in the organization’s expectation of the applicant.

Other than the job description the company also needs to send out the person specification when advertising the vacancy. Person specification will provide information on the skill, qualification, aptitudes and attitudes that the organization is looking for from the candidate. For International SOS the person specification other than to fulfill the position requirement it will also need to be able to fit into the organization cores and values.

The Job description and person specification is part of the job analysis that the can help the recruitment finding the right person for the organization

In term of recruiting an Organization can either do internal recruiting and/or external recruiting.

With Internal Recruiting the organization will try to get the candidates within the department that has a suitable skills and knowledge to fill in the position. The HR department will have the database contain the employee information and using these databases to cross check with the job description and person specification. With the internal recruiter it will provide more competence candidate since they are already understand the core and values of the company and how the company works but sometimes it also required and outsider point of view to improve the organization and these can be done by external recruiting.

The media that can be use for advertising the vacancy for the external recruitment process is vary from Internet, News paper, Milk round and Management recruitment process.

1b) In order to select the right final candidates for the job, suggest relevant selection methods and justify their suitability.

Once the recruitment process is being done now it is time for the selection process. In order for the organization to recruit the right person it needs to have a systematic selection process. In International SOS this process are include

Application Form

The information that is being ask in the application form may be the same with the information that is already available in the CV. With the application form the information can be display according to HR standard that can make it faster to be sort out.

Short Listing

Using the information that is being used in the application form the candidate can be short listing to decide which one that will go through the next process. This method is usually very helpful for a vacancy that attract large candidate. If there are sufficient applicants for the purpose it has been suggested that they should be short listed. Spencer (1888) suggests that, at the risk of being accused of having unrealistic conception of time available to (health) administrators, short listing by a committee of staff rather than one human resources manager on the information provided should be attempted.

Interview

The candidate that being short listing will be invited to come for interview, there are two type of interview being done for the selection psychology interview and general knowledge related to the task. With interviewing a department manager can have interaction with the user in regards to find more about themselves and how they interact with people. It is something that can be finding out by reading the CV or the application form. The Psychology interview is being done by the HR staff that has psychology background to interview the candidate.

Testing

After the interview the candidate is need to do the written test there are two type of test which is job related test and the psychometric test. The attainment test is use to measure the knowledge of the candidate in regards to the vacancy while the psychometric is use to determine the mental states and personality test of the candidates. These tests are very important to determine if the candidate is suitable for the organization or not.

Medical Testing

If the candidates can pass all the above steps they will get the invitation for medical testing. The medical testing is very common and necessary test being done by most company. Since it will determine if the candidate is fit and able to work in the company.

1c) When designing the HR policy, what legal and ethical considerations should be included and how to affect the policy of your chosen company?

In term of creating and HR policy for recruiting new staff and filling out vacancy there are legal and ethical considerations that need to take account. For International SOS Indonesia this is related to the government law of recruiting worker. The regulation that the Indonesian governments implemented are the same than the rest of the world implemented for hiring new workers

The disability Discrimination law

Organization is not allowed to discriminate worker against their disability. If that person are capable of doing the job regardless they are disable the organization are not allowed to disqualify them as long as it will not disturbing the company operation. For example people that are blind are capable to answering and taking order through phone but they are not inconvenience to deliver the orders as it will slow the business down.

Diversity and Employment

Organizations are not allowed to dismiss employee for their gender or race and must able to prevent discrimination and support diversity. Race and gender should not be use to dismiss someone as long as they capable to do the job done.

Employee right and duration of employment

In Indonesia employee are entitled to have health care packages that provided by the company, the pension fund when employee retired and the annual leave provided for each employee. These are only few employee rights that need to be accommodating by the HR policy. It is already been written in government legislation for the workforce and every company need to comply by these regulation.

2a) Discuss strategies for building winning teams by exploring how the mix of knowledge and experience, how team spirit, and how clear expectations of relationships create an effective group which increases the organization’s effectiveness.

Building a winning team is very essential for any organization. The winning teams mean the worker in the organization able to work as a team and work efficient. Teams are increasingly the basic unit of performance for most organization – certainly high performance organization. Team is consisting of many people with different skill, knowledge and experience that have the same goal and objectives. In International SOS the organization consist of different team of department and they have different task to perform as contribution to the organization success. Each department must be able to work together in term reaching the company objectives. In order to building the winning team for the organization firstly the HR need to know exactly every individuals standard and strength of weakness of every department and how to find the man power to fill in the weakness of the department. This can be done by making HR

planning at the beginning of the year and conduct SWOT analysis for every department and work on finding the right person through recruitment. Once the team has been build it will need to have a supporting culture of organization that can make everyone perform over their expectation.

These Group Leaderships or Leadership Teams have specific characteristics:

Characteristics of a Team

There must be an awareness of unity on the part of all its members.

There must be interpersonal relationship. Members must have a chance to contribute, and learn from

and work with others.

The members must have the ability to act together toward a common goal.

Ten characteristics of well-functioning teams:

Purpose: Members proudly share a sense of why the team exists and are invested in accomplishing

its mission and goals.

Priorities: Members know what needs to be done next, by whom, and by when to achieve team goals.

Roles: Members know their roles in getting tasks done and when to allow a more skillful member to

do a certain task.

Decisions: Authority and decision-making lines are clearly understood.

Conflict: Conflict is dealt with openly and is considered important to decision-making and personal

growth.

Personal traits: members feel their unique personalities are appreciated and well utilized.

Norms: Group norms for working together are set and seen as standards for everyone in the groups.

Effectiveness: Members find team meetings efficient and productive and look forward to this time

together.

Success: Members know clearly when the team has met with success and share in this equally and

proudly.

Training: Opportunities for feedback and updating skills are provided and taken advantage of by team

members.

Organizational culture is defined as “A pattern of shared basic assumptions invented, discovered, or developed by a given group as it learns to cope with its problems of external adaptation and internal integration" that have worked well enough to be considered valid and therefore, to be taught to new members as the correct way to perceive, think and feel in relation to those problems” (Wikipedia, 2011)

If the organization has the strong culture it help to stimulus and motivate staff to work efficient toward the organization objectives. It will provide the spirit to the team member to achieve the objectives. The team spirit to reach the objectives can also gain from clear mission and vision value of the organization. The mission and vision provide the staff objectives and what they are trying to achieve.

The relationship between the team members is very essential toward building the winning team. The organization needs to be able to distinctive one team from another every team member need to be able to have a sense of pride and commitment in completing the task. The communication line must be established in order for the team to be able to support each other. Each team must understand that they are all part of the bigger team which is the organization and their success will depend on each other and

they need other team support in order to succeed this is required effective leadership from the organization.

2b) Discuss what actions the company’s management can take in order to empower its employees.

Empowerment is the process of enabling or authorizing an individual to think, behaves, take action, and control work and decision making in autonomous ways. It is the state of feeling self-empowered to take control of one's own destiny.

It is expected that every team can decide the decision based on their knowledge and skill. In order to empower the team the management needs to support the team and the organization culture need to be team working culture where team work is more desirable rather than individual achievement. In order to achieve empower for its employee the organization can conduct the following task:

Education the staff on the benefit of team working

This type of education can either done formally through classes or informally by setting up a culture of team work within the organization. By having the culture of team working employee would feel that this they way to work in the company and they need to depend on other to success in the organization.

Building a small project team and developing project manager leader

Project team is a good example on how to train the employee in working as a team. It is consist of different people with different background and skill that need to work with each other to complete the objectives. The project leader are very essential part for the success of the team as he will be responsible to make sure the objective is completed and team are working efficiently.

Provide and infrastructure to enable team working (IT System can play a significant role)

By providing a sufficient IT system it can help the team to work sufficiently and efficiently. Each team member can have their own database where it can track and store their work progress and it can be link to the other team system in other department and it can interact.

Reward team effort

By providing reward to the team success in achieving their task it will provide them with motivation and willingness to done the work properly.

Base compensation on the achievement of team objectives

Setting up the bas compensation on the achievement can also help the teams to be motivated and they are aware what is there to be expected when their task is completed.

2c) Explain what impact various roles that team members develop during team assignments have on team effectiveness.

As explained earlier team member can consist of different person with the different skills, knowledge and attitude. In order for the team to work effectively every team member must understand their roles and responsibilities. According to the Belbin roles to be the effective team it should have the following characteristic for the team member

Each characteristic will have their own Strength and weaknesses that they can bring into the team and it is up to the team leader on how to utilize this characteristic that can make them work together and effectively to achieve the task. The first thing that the team leader need to be done is analyze each team member and making list of strength and weakness of each member before identify which characteristic are suitable for each team member. If these characteristic is already being identified the team will have balance and can be easily perform to their maximum. The key was balance. For example the team with no Plant struggled to come up with the initial spark of an idea with which to push forward. However, once too many Plants were in the team, bad ideas concealed good ones and non-starters were given too much airtime. Similarly, with no Shaper, the team ambled along without drive and direction, missing deadlines. With too many Shapers, in-fighting began and morale was lowered

3a) Evaluate the contributions of various key theories and styles of leadership.

In order to make an effective time it is required a leadership from the management of an organization currently there are different type of theories and style recognize that can be adapted by the leader

Exploitative autocratic

With this type of leader there are no trust and confident toward the subordinate, never delegate, threaten rather than persuades and poor communication and not a team worker. This type of leader can be effective if it is under the following circumstances.

The staff are new and untrained The staff did not respond to any other leadership style Leader’s power challenged by the staff

Benevolent authorities

This type of leaders on has a superficial trust in subordinate, it never delegates a task, motivated by reward and occasionally involves subordinate in problem solving. The benevolent leadership can work if the leader has a father figure charismatic in him and the staff has put their loyalty and trust toward him. With this type of leadership staff are intend to follow the leader and lack in creativity. The benevolent leader maximizes performance through facilitation, eliminating barriers for subordinates and leading with authority, even though, at times, appearing to be just one of the packs.

Participate

This type of leader has a degree of confidence in the subordinate, listens to subordinate but retain control of decision making, motivate using reward system also some involvement in decision making and encourages and uses opinion of subordinate constructively... Participatory leaders are typically post conventional leaders. Their action logic uses every organizational interaction to make meaning, live purpose, grow self, others and transform organizations. With this type of leaders staff creativity are encourage and everyone input are welcome. Although the final decision will be still be on the leader itself.

Democratic

The democratic leadership style is a very open and collegial style of running a team. Ideas move freely amongst the group and are discussed openly. Everyone is given a seat at the table, and discussion is relatively free-flowing. This types of leadership facilitative the conversation between the staff, encouraging people to share their ideas and make decision base on the input from the team member. The democratic leadership style means facilitating the conversation, encouraging people to share their ideas, and then synthesizing all the available information into the best possible decision. The democratic leader must also be able to communicate that decision back to the group to bring unity the plan is chosen.

3b) Explain how leaders communicate visions, goals, and values to colleagues to improve organizational effectiveness. Discuss why leaders delegate objectives and how they motivate colleagues to achieve these objectives.

Communication is the key to communicate vision, goals and values to improve organization effectiveness. The leader must be able to provide a clear explanation on what is the vision and values in order for the staff to work effectively. In International SOS the vision, goals and value of the organization is being introduce to the staff as soon as they enter the induction program. The induction program is where all the new staff has to go through a class and have the management come into the class and explain about the vision, values and goal. The manager has been instructed to lead by example in making decision for the organization based and the value and vision of the organization. Every day the staff how seems to deviate from these vision and values will be reminder by the leader regarding this topic.

Delegation is one of the style of leadership that is can be use to empower the employee with delegation staff are force to make decision on reaching the objectives. The leader allows the employees to make the decisions. However, the leader is still responsible for the decisions that are made. This is used when employees are able to analyze the situation and determine what needs to be done and how to do it. With delegating the objectives the leader is not taking the responsibilities out of his shoulder but it is simply putting trust in to the staff.

3c) Describe how leaders promote confidence among colleagues to engage with change, how they empower colleagues to present their own ideas, develop their own ways of working within agreed boundaries and to provide a lead in their own areas of expertise.

The leader can give confidence to the staff by giving more responsibilities in the job description or challenge and opportunities for self improvement. This will be able to give motivation to the staff on completing the objectives that was signed The leader can also give more control on the task for the staff to handle it will shows that the staff has been consider to be more than capable to complete the task given. This trust will only given if the staff has shows the capabilities of showing initiative, and present

their idea to the leader by providing staff with more responsibilities it will bring more productivity and more work efficient. The leader can also use the reward system for the staff that has shows capable of handling responsibilities will be provided by salary increases for example.

Task 4 – Work and Development Needs

4a) Conduct a detailed job analysis and use appropriate objective-setting techniques and processes to implement and control suitable development strategies. In this context, suggest suitable delegation techniques to motivate and enable colleagues.

Job analysis is being done to provide detail information on staff job description. It will give clear guidelines on the main task that need to be done, what are the reporting line and the responsibilities and objective need to be completed. For example International SOS is planning to have a project for implementing new hospital system this is part of the organization business strategies for the next 5 years. As Manager firstly before finding someone for the right position into the project team is developing job analysis for the project leader.

Job analysis aims to answer questions such as: 1. why does the job exist? 2. What physical and mental activities does the worker undertake? 3. When is the job to be performed? 4. Where is the job to be performed? 5. How does the worker do the job? 6. What qualifications are needed to perform the job? 7. What are the working conditions (such as levels of temperature, noise, offensive fumes, light) 8. What machinery or equipment is used in the job? 9. What constitutes successful performance? (Wikipedia, 2011)

For the Project Leader the job exists is to lead a project team for the implementation of the new hospital system. The Job will include on developing, testing and implementing the new system for the organization. The job is assigned to him as accordance to the project dateline which is within the next 3 years. The job required someone with the IT background; understand the business process of the organization and preferably someone that has working using the hospital system. With the above question the job analysis for the Project leader can be developed. By assigning one of the staff to be the project leader it will give confidence and feel of appreciated for the staff work. The decision will be regarding this project will be delegate from the management to the project leader. This will give the staff appointed a sense of appreciation of the responsibilities given to him. It will be opportunities for the staff to shows the capabilities of task that he can handle as the project leader.

4b) Explain how well development needs have been met by the planned activities.

Recognizing the training, development and learning needs necessary to equip staff with the capabilities required to contribute to business success and progress their careers is therefore key. For the project Manager for the upcoming hospital system implementation the organization need to know what will it takes for the team to be able to perform the project assign to them. For example the team may required training for the new operating system before they can design the software, the project manager may need to take a course on managing project. Most organizations acknowledge the importance of developing their staff, but many will admit that their provision for staff development through training and learning

could be improved. Organization can only make the plan for the developing its staff but it is up to them to take on the challenge to improve their knowledge and skills. For creating the development need for the staff the organization need to understand each characteristic of their personnel. The development process does not always have to go through classes or courses but it can be done by providing a mentor in organization to teach the staff in daily work practice. In order for the development needs to meet to planned activities the following need to be consider

meet individual learning needs; contain activities that motivate and engage all learners, whatever their age, ability and cultural

background; make clear links between schemes of work and individual session plans; and Ensure consideration of ‘safeguarding’ issues is implicit in the development of teaching and

learning.

4c) Evaluate suitable methods, with clearly defined and relevant criteria and objectives, to assess the performance of colleagues.

In order to make performance measurement for the staff firstly it will required the set of objectives on what is to be expected from the staff for over period of time. The objectives need to reflect on the organization mission and strategy, organizational objectives, departmental objectives and individual objectives. In International SOS the method is being used is full circle measurement where the staff where given a chance to measure the individual performance and then it will go through to the Line manager and the last one will be the management. The objective itself is given at beginning of the years where the line manager will set the key performance indicator of objectives that they need to achieve at the end of the years. These objectives were taken from the organizational objectives and the department objectives. The staff will be asking to compare his own performance toward this objective and measure his individual performance. After the staff complete his own personal assessment it will go to the direct supervisor or the line manager where the staff performance will be measure again according to the manager observation. After the Manager it will goes to HR and measure the staff performance toward the organization objectives, mission and vision. At the end the staff will be informed the result of the performance and the reward for achieving the objective or if it’s failing the objectives and the corrective measurement needs to be undertaken.

4d) Identify factors affecting the quality of the performance of a specific job holder and use these to provide clear and constructive feedback on performance to this colleague. Incorporate results of the assessment into a specific personal development plans and other organizational procedures for dealing with this colleague's performance issues.

There are many factors that can affect a staff performance of reaching their objectives. Such as

Ability

The ability of the staff may not sufficient to do the task that was assign. In order to improve the staff ability that was assign to him in order for him to complete the objective. The organization can provided training or further education for the staff to improve the skills.

Effort

The effort that the staff putting into completed the objectives may not be suitable to the organization expectation. In this situation the organization can provide counseling in regards to the staff lack of effort putting into the job. With counseling it is expected that the staff will understand that it required more effort in completing the task.

Motivation

The staff may feel that the organization did not provide reward that can motivate him into completing his objectives. The organization needs to provide reward on staff that has completed the objective that was assign to him. The appraisal provided to the organization must reflect on the performance of the staff.

For the Project Manager, performance appraisal was undertaken as part of the annual appraisal process. Key item and objective were discussed with the employee after he done his own appraisal and also the management of the organization. These items were linked and align to the position description and included

- Completed the task schedule accordance to the project timeline- Coordinate team member in completing the task - Providing regular reporting to the stake holder on the project status

From the appraisal above there were objectives that were not completely achieved by the Project Manager due to the staff ability on handling the task assign to them. A development plan was establish for the employee in order to complete the task assign to him.

Bibliography RDI HND Management handbook Wikipedia; Organizational Culture; http://en.wikipedia.org/wiki/Organizational_culture Wikipedia ; Job analysis http://en.wikipedia.org/wiki/Job_analysis Belbin Theory ; http://www.belbin.com/rte.asp?id=8