Management of Office Personnel
Content
Management of Office Personnel
Personnel Management is really the management of personnel at work in the words of Edwin B. Flippo,
“The personnel function is concerned with the procurement, development, compensation, integration and
maintenance of the personnel of an organization, for the purpose of contributing towards the accomplishment of
that organization’s major goals or objectives.
Scope of Personnel Management
1. Recruitment and maintenance of labor force.
2. Training to all personnel, new and old, to meet the challenges of the new jobs or techniques.
3. Job analysis and job description- just to hire the qualified personnel to the jobs.
4. Compensation – determining the wage methods and incentive plans.
5. Keeping personnel records- maintaining complete bio-data of each every employee.
6. Welfare activities such as education, recreation, sanitary conditions, etc.
Personnel Policies
Personnel policies are the guide towards accepted goals and objectives. They decide the line of
action and give liberty to the management at all levels to take decisions regarding personnel matters.
Personnel policies may be interpreted as the recognized intentions of the management with respect to
man-power management in the organization.
Development of Personnel Policies
Formulation of personnel policies and their development thereafter are the sole responsibility of the
management. The main purpose of formulating the policy is to assist the top executives in reaching the
decisions in a given situation.
Contents of Personnel Policy
The Personnel policy must contain the name of the company, method, procedures and technique
for selection, working conditions, planning of training program, rules and regulation regarding accidents,
promotion, discharge, transfer etc. and labor welfare activities, representation in collective bargaining and
methods and procedure of joint consultation.
Manpower Planning
Manpower planning is the process of development and determining objectives, policies and
programs that will develop utilize and distribute manpower so as to achieve the goals of the organization. In
other words, manpower planning is a process by which organization ensures the right number and the right type
of people, at the right place and time, doing the right things for which they are suited for the achievement of the
goals of the organization.
Job Analysis
Job analysis means a detailed and systematic study of each job to establish in advance the
standards of the people to be appointed on the job. It involves collection, compilation and analysis of the data
regarding each job in order to define and characterize each occupation as to distinguish it from all other jobs.
Job Description
Job description is the immediate product of the job analysis process. It is a description statement
of the organizational relationship, responsibilities and duties on a given job.
Recruitment
According to Dal S. Bleach, ‘Recruitment is the development and maintenance of adequate
manpower resource. It involves the creation of a pool of available labor upon whom the organization can
depend when it needs additional employees”.
Normally, source of manpower supply can be classified into two broad categories.
1. Internal source- it means promotion of workers from the lower rank to the upper rank. Most
companies have established a policy of promotion from within, that is, vacancies other than at the
lowest level are filled up by promoting the personnel to the higher office.
2. External source – it is always not possible to recruit the employees from within especially for
vacancies at the lowest level or recruitment at the time of expansion of the firm.
a. Employee referrals e. unsolicited applications
i. Professional agencies
b. Former employee
f. Advertising
j. Personnel consultants
c. Labor contractor
g. Public employment exchange
k. labor union
d. Gate hiring
h. Private agencies
l. Campus recruitment
Selection of Manpower
Selection of manpower is a decisions – making process in which the management should decide
certain norms and principles or standards on the basis of which, discrimination between qualified and
unqualified candidates can be made.
Selection Process
1. Preliminary interview
2. Application blank
a. Education
b. Experience
3. Employment Test
a. Trade test
b. Psychological test
4. Employment interview
5. Reference check
6. Medical examination
7. Final selection
Performance Appraisal
Merit rating and performance appraisal are used as synonyms in common parlance between there
are difference in their meaning. Merit rating evaluates the difference traits of the employee by analyzing
the qualitative factors (such as nature of individual, physical and mental ability etc.) while the performance
appraisal evaluates the performance of an employee by taking into account the qualitative factors (such
as quantity of output and rejected output and standard of work etc.
Methods of Performance Appraisal
1. Ranking method
2. Paired comparison method
3. Factor comparison method
4. Grading method
5. Graphic scale method
6. Checklist method
7. Forced choice description method
8. Critical incidents method
9. Descriptive evaluation method
10. Group appraisal
Training
Training is a process whereby trainees learn the skills, knowledge, attitudes and behaviour
required in order to perform their work effectively.
Types of Skill
1. Technical skills
2. Interpersonal skills
3. Conceptual skills
Methods of Training
1. On the job training
2. Off the job training
Placement- once an employee is given induction/ orientation training the supervisor has to assign
specific job to the employee.
Transfer – is a change in job assignment. It is a horizontal or lateral movement of an employee from
one job, section, department, shift plant or position to another at the same or another place, where his
salary status and responsibility are the same.
Promotion – it is advancement within an organization. It involves movement of a person to a position
carrying higher status, more pay, increased benefits and privileges in the same organization.
Wage and Salary Administration- wages is a matter of great importance in the industrial field.
Majority of labor problems are related to wage payment.
Incentives – an incentive is most frequently built on monetary rewards but may also include a variety
on non-monetary rewards or prizes.
Personnel Management is really the management of personnel at work in the words of Edwin B. Flippo,
“The personnel function is concerned with the procurement, development, compensation, integration and
maintenance of the personnel of an organization, for the purpose of contributing towards the accomplishment of
that organization’s major goals or objectives.
Scope of Personnel Management
1. Recruitment and maintenance of labor force.
2. Training to all personnel, new and old, to meet the challenges of the new jobs or techniques.
3. Job analysis and job description- just to hire the qualified personnel to the jobs.
4. Compensation – determining the wage methods and incentive plans.
5. Keeping personnel records- maintaining complete bio-data of each every employee.
6. Welfare activities such as education, recreation, sanitary conditions, etc.
Personnel Policies
Personnel policies are the guide towards accepted goals and objectives. They decide the line of
action and give liberty to the management at all levels to take decisions regarding personnel matters.
Personnel policies may be interpreted as the recognized intentions of the management with respect to
man-power management in the organization.
Development of Personnel Policies
Formulation of personnel policies and their development thereafter are the sole responsibility of the
management. The main purpose of formulating the policy is to assist the top executives in reaching the
decisions in a given situation.
Contents of Personnel Policy
The Personnel policy must contain the name of the company, method, procedures and technique
for selection, working conditions, planning of training program, rules and regulation regarding accidents,
promotion, discharge, transfer etc. and labor welfare activities, representation in collective bargaining and
methods and procedure of joint consultation.
Manpower Planning
Manpower planning is the process of development and determining objectives, policies and
programs that will develop utilize and distribute manpower so as to achieve the goals of the organization. In
other words, manpower planning is a process by which organization ensures the right number and the right type
of people, at the right place and time, doing the right things for which they are suited for the achievement of the
goals of the organization.
Job Analysis
Job analysis means a detailed and systematic study of each job to establish in advance the
standards of the people to be appointed on the job. It involves collection, compilation and analysis of the data
regarding each job in order to define and characterize each occupation as to distinguish it from all other jobs.
Job Description
Job description is the immediate product of the job analysis process. It is a description statement
of the organizational relationship, responsibilities and duties on a given job.
Recruitment
According to Dal S. Bleach, ‘Recruitment is the development and maintenance of adequate
manpower resource. It involves the creation of a pool of available labor upon whom the organization can
depend when it needs additional employees”.
Normally, source of manpower supply can be classified into two broad categories.
1. Internal source- it means promotion of workers from the lower rank to the upper rank. Most
companies have established a policy of promotion from within, that is, vacancies other than at the
lowest level are filled up by promoting the personnel to the higher office.
2. External source – it is always not possible to recruit the employees from within especially for
vacancies at the lowest level or recruitment at the time of expansion of the firm.
a. Employee referrals e. unsolicited applications
i. Professional agencies
b. Former employee
f. Advertising
j. Personnel consultants
c. Labor contractor
g. Public employment exchange
k. labor union
d. Gate hiring
h. Private agencies
l. Campus recruitment
Selection of Manpower
Selection of manpower is a decisions – making process in which the management should decide
certain norms and principles or standards on the basis of which, discrimination between qualified and
unqualified candidates can be made.
Selection Process
1. Preliminary interview
2. Application blank
a. Education
b. Experience
3. Employment Test
a. Trade test
b. Psychological test
4. Employment interview
5. Reference check
6. Medical examination
7. Final selection
Performance Appraisal
Merit rating and performance appraisal are used as synonyms in common parlance between there
are difference in their meaning. Merit rating evaluates the difference traits of the employee by analyzing
the qualitative factors (such as nature of individual, physical and mental ability etc.) while the performance
appraisal evaluates the performance of an employee by taking into account the qualitative factors (such
as quantity of output and rejected output and standard of work etc.
Methods of Performance Appraisal
1. Ranking method
2. Paired comparison method
3. Factor comparison method
4. Grading method
5. Graphic scale method
6. Checklist method
7. Forced choice description method
8. Critical incidents method
9. Descriptive evaluation method
10. Group appraisal
Training
Training is a process whereby trainees learn the skills, knowledge, attitudes and behaviour
required in order to perform their work effectively.
Types of Skill
1. Technical skills
2. Interpersonal skills
3. Conceptual skills
Methods of Training
1. On the job training
2. Off the job training
Placement- once an employee is given induction/ orientation training the supervisor has to assign
specific job to the employee.
Transfer – is a change in job assignment. It is a horizontal or lateral movement of an employee from
one job, section, department, shift plant or position to another at the same or another place, where his
salary status and responsibility are the same.
Promotion – it is advancement within an organization. It involves movement of a person to a position
carrying higher status, more pay, increased benefits and privileges in the same organization.
Wage and Salary Administration- wages is a matter of great importance in the industrial field.
Majority of labor problems are related to wage payment.
Incentives – an incentive is most frequently built on monetary rewards but may also include a variety
on non-monetary rewards or prizes.
