Human Resource Management - Microsoft Assignment

HUMAN RESOURCE
MANAGEMENT

EXECUTIVE SUMMARY
HRM is the most important part of business unit which helps in managing staff members in
the firm to great extent. Study describes that internal recruitment helps in managing cost of the
firm but external recruitment supports in fining new talent in the organisation. Employee
relationship is important in the business. Study describes approaches of employee engagement
that aids in retaining staff members in the company for longer duration. Furthermore, report
highlights various employment laws that impact on HR decision. Equality pay act, occupational
act are described in this study alone with their impact on human resource decision.

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................1
SECTION 1.....................................................................................................................................1
A) Purpose of HR function and importance of HR function to the organisation, also states the
current problems and future plans for the further growth of the organisation.............................1
B) Strengths and weaknesses of the selection methods which is currently used by the
organisation..................................................................................................................................2
C) To enhance the selection process, two potential improvements made by Chocola Fantastica.
.....................................................................................................................................................3
SECTION 2.....................................................................................................................................4
A) Creation of person specification for a role.............................................................................4
B) Advantages and disadvantages of the current methods of advertising job in the
organisation..................................................................................................................................4
C) For the advertisement of job of receptionist, the best way of advertisement and its reason.. 5
SECTION 3.....................................................................................................................................6
A) Microsoft training programs and its benefits to both organisation and employee.................6
B) Flexible working arrangements for staffs and its benefits to both organisation and
employees....................................................................................................................................7
C) Microsoft motivates its employees on the bases of designing job role..................................7
SECTION 4.....................................................................................................................................8
A) Employee engagement and its important part in efficient employee relation........................8
B) Key approaches of Summit engaging workers improve communication in workplace.........9
C) Identification of key elements and influence of UK employment legislation on HR decision
such as:- recruitment, training and development and rewards..................................................10
CONCLUSION..............................................................................................................................11
REFERENCES..............................................................................................................................12

INTRODUCTION
Human Resource Management is the term which is used to define the process of
managing the workers of the companies. Functions of HR includes: hiring of new candidates,
firing of incompetent employees, training of newly recruited staff and keep motivating them
(John and Taylor, 2016). In this study, HR functions of the manufacturing company 'Chocola
Fantastica' is analysed, which is the manufacturer of chocolates. The evaluation of advantages
and disadvantages, strength and weaknesses of the selection and recruitment process followed by
the company, the purposes and importance of HR functions is the motive of the study.
The working and management of human resources in Microsoft is studied in this study.
Rewards and employees engagement in the firm and the influence and key elements of UK
legislation on HR decision are been discussed in this study. At last the workings and managing
tactics will be concluded.
SECTION 1
A) Purpose of HR function and importance of HR function to the organisation, also states the
current problems and future plans for the further growth of the organisation.
HR functions includes:- staffing, recruiting, training and development, managing disputes
and to maintain the public relations. The purpose and importance of HR function to the
organisation 'Chocola Fantastica' is as follows:-
Recruitment:- The purpose of HR functions is to recruit the right kind of people which
is suitable for the organisation as per the requirements of the organisation (Banfield, Kay and
Royles, 2018). The HR of the company 'Chocola Fantastica' perform this function by which they
will ensure the raise in productivity and overcome from the issue of employees turnover. As the
purpose of recruitment is to hire the right person for the right post, so that, the interest of that
person for the given task remains the same. To recruit the new employees is the foremost
function of HR. for further growth of the company Chocola Fantastica is, they will improve the
procedure of recruiting the employees. HR must conduct staff meeting time to time and establish
the well-defined channel of communication with the employees in which their expectations, their
strength, their reason of dissatisfaction should be discussed.
Training and Development of staff:- As the new employees get recruited in the
company, the HR need to train the new employees and make them know their responsibilities. It
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will be beneficial for Chocola Fantastica to ensures better training programmes with the purpose
of ensuring that the new as well as of existing employees will get the training of the updated
techniques and technologies which is used in the company. This is beneficial for company in
term of enhancing capabilities of staff so that they become more productive by this way current
issues of the firm can be minimized.
Appraisal of Employees performance:- It is the purpose of HR functions to motivate its
employees by appraising the performance of them on regular basis. The HR ensures that the
employees must work according to their potential and also suggests them the new ways of
improving their performance. Performance appraisal of employees is important for the company
as by doing this the HR can keep their employees motivated which further ensures the raise in
profitability of the company (Noe and et.al., 2017). There is lack of fairness or unbiased process
while organizing the tests which is to recruit the new employees. This use can be minimized by
giving fair appraisals to workers and measuring their true performance.
Payroll:- The purpose of HR function is to maintain the record of monetary pays given to
the employees of the company. The record must contain the salary and wages, incentives and
bonuses, and retained taxes. Keeping record of all the payments make it easy when the
employees raise the issues related to their payments and any other problems can be resolved
through this function.
Discipline & grievances:- It is one of the important purpose of HR functions that to
make sure discipline at the wokplace of the organization. The managers of HR department can
introduce some new ways to address the grievances of the personnel. The aim or purpose behind
this funtion of HR is to improve the working environment at the premises.
B) Strengths and weaknesses of the selection methods which is currently used by the
organisation.
Selection is the process of selecting the deserving person on vacant post by evaluating their
capabilities out of present candidates. It is different from recruitment, as recruitment only attract
people towards the firm but selection is the method of final selecting a deserving candidate and
make them able to work as employee of organisation (Stewart and Brown, 2019). The current
selection methods which is used by the organisation 'Chocola Fantastica' is English
comprehension and maths assessment test with 50% and informal chat during interviews of the
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candidates and applicants. The strengths and weaknesses of these two in the process of selection
is discussed as follows:-
Strength of assessment tests-
 It is effective method of evaluation of the candidates which shows the understanding
ability of the applicants, also the accuracy in completion of given tasks.
 By assessment tests a uniform set of questionnaire related to English and maths is giving
to all the candidates, which will make it easy to the HR to assess the performance of the
candidates and it will enable the HR to know about the applicants whether they can
perform the given task or not
Weaknesses of assessment tests-
 Some people have the fear of getting exposed or may perform poor in the assessment
tests because of nervousness.
 The people who is clearing the decided cut off of the test may not be practically deal the
situation. By assessment tests the practical aspects of the ones cannot be identified.
Strength of Unstructured Interviews-
 When the person hesitates to express himself verbally, then the gesture and expressions
of the one will show the actual intention of the candidates.
 The physical presence of an interviewee in front of interviewer will make it easy to know
each others reactions and intention.
Weaknesses of Unstructured Interview-
 As it is time consuming process hence HR has to give more time to all candidates in
interview process.
 Some interviewees have the nature of being introvert, their performance in interview may
be poor but the practical knowledge of doing the tasks and handling the situation may be
very good, but because of poor performance in interview the company may lose the right
kind of person.
C) To enhance the selection process, two potential improvements made by Chocola Fantastica.
It is noticed in the selection process of the company Chocola Fantastica that there is lack of
definite planned procedure for carrying out the selection process. There should be a systematic
interview process in which psychological test is given by person and then employer with high
score are called for next round of interview and then final person is being selected. It will help in
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evaluating mental capability of individual. Chocola Fantastica organizes the assessment test but
after that the candidates who qualified that test is called for the unstructured interview in which
the interviwer pursue the interview from informal chat which is time taking process and at the
same time the actual capabilities of the candidates can't be figured out. Hence, it is suggested to
the HR managers to follow the informal way of interview to know the working potential of the
interviewee. Building selection committee is another great way to improve selection process,
committee members will ask specific questions with candidates and on the basis of their answer
actual capabilities of individual can be measured and right person can get selected in the firm
(Reiche and et.al., 2016).
SECTION 2
A) Creation of person specification for a role.
Person specification can be defined as description of skills, capabilities of person for
particular post.
Job role Receptionist
Reporting Administration manager
Responsibilities Meeting and greeting clients
Arranging curriers
Completing administration work
Maintaining stock
Provide customer service support
Experience Minimum 1 year
Location London
Essentials Desirables
Education & Experience
( Knowledge)
 Masters from
recognised university
 Graduation in any
stream
Yes
Yes
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 2 years experience of
working as receptionist
 More than 3 years
experience of working
as receptionist
Yes
Yes
Abilities
 Meeting and greeting
clients
 Arranging curriers
 Completing
administration work
 Maintaining stock
 Provide customer
service support
Yes
Yes
Yes
Yes
Yes
Skills
 Communication skill
(Verbal and written)
 Problem solving skills
 Technical skill
(Computer knowledge)
 Monitoring skills
 Organisational skill
(effective time
management)
Yes
Yes
Yes
Yes
Yes
B) Advantages and disadvantages of the current methods of advertising job in the organisation.
Chocola Fantastica has the need of a receptionist. The advertisement type which is used
by the company is that the advertising template is circulated to the employees of the company
and they asked to further circulate that template to their known ones. One template is pasted on
the notice board outside the main entrance of the company (Noe and et.al., 2017). This way of
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advertisement has its own benefits as well as drawback. The advantages and disadvantages of the
advertisement process followed by Chocola Fantastica for receptionist post is states as under:-
Advantages:-
 There will no extra cost will incur on advertising about the job. As the employees of
Chocola Fantastica will circulate the advertising templates to their friends and family
members, which will not incur any additional cost for advertisement for receptionist
vacancy.
 Selection process become easy to the HR as because only few candidates will know about
the vacancy and the recruitment process can be done quickly.
 Pasting the advertisement for receptionist on company's notice-board will lower the cost
as well.
 No need to make extra efforts for job advertisement.
Disadvantages:-
 By using this way of advertisement the company may miss the best person for the
receptionist job. As it is not necessary that the best person get that template of
advertisement.
 The best person may not see that requirements need by the HR of Chocola Fantastica as
the advertisement is not read by that person who is applying for receptionist job.
 The company may miss the opportunity of welcoming new ideas and skills, new
personality in the premises of Chocola Fantastica as there are the possibilities of that the
competent person will not pay attention on actual requirements of company.
 Job vacany in the company can't be known by the outsiders as the requirement is pasted
only on company's notice-board.
C) For the advertisement of job of receptionist, the best way of advertisement and its reason.
Chocola Fantastica choose the internal advertisement method for the advertisement of
vacancy for the receptionist in the company. But, it is not an effective way of advertising about
the job, as it will not circulate to the large number people and interested applicants. Internal
advertisement is beneficial only when the company needs their employees to move from one
department to other or for the further promotion (Noe and et.al., 2017). For the job of
receptionist, company must use or apply the external way of advertisement. So that the
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advertisement need of company can reach to the maximum people and company can enjoy the
availability of options for selecting the right candidate who will be the best fit for the job.
Newspaper:- Chocola Fantastica is suggested to place an advertisement of job vacancy
of receptionist in the popular and most readable newspaper. Newspaper is the thing which
everyone prefer to read once in a day and go through from all the articles and advertisements.
This will be beneficial way of advertisement to the company, as through this way company can
attract the large number of interested applicants. For this purpose, company must choose the
local newspaper so that the number of local talent can apply without any second thought about
the distance issue.
Agencies:- Company can advertise about the job vacancy through any agency, which
promote the benefits of doing job in Chocola Fantastica along with the information of vacancy in
the firm. Agencies will advertise about the vacancies and bring eligible person. This will make
selection process easy and company can interview the most appropriate applicants which is
selected by the agencies (Stewart and Brown, 2019).
SECTION 3
A) Microsoft training programs and its benefits to both organisation and employee.
Various training and internship programs
Graduate training programs of Microsoft
 Engineering programs
 Aspire program
 MACH program (Microsoft Academy of college hires)
Internship programs of Microsoft
 Explore internship
 University Internship
Benefit for employee Benefit for employer
Aspire program There are various programs
held by Microsoft. One of the
program is Aspire, MACH
program (Early careers,
2019). Aspire program is
designed for top performing
Aspire program of Microsoft
not only benefits the graduates
only but also the Microsoft
company who is providing
such programs. This gives
opportunities to business to
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graduates across a broad range
of roles. Individuals get
opportunities to work with
Microsoft after attending this
training program. This
program will benefit
employees as Aspire programs
provides customise learning
experience. The program helps
the fresher or workers to face
challenging task and get new
development opportunities in
career. This activity increases
the morale and motivation of
workers and they feel
confident. Internship helps the
learner in improving the soft
skills such as communication,
punctuality and time
management. Aspire programs
assist the employees in
building a professional
network, which can be a
resource for them. Internship
guides the employees to
decide that the particular
career is good match for their
personality, lifestyle, passion
and goals (Stewart and
Brown, 2019).
search the right candidate who
can work better in the future.
Entity can find out talent and
take advantage out of it.
It is beneficial for the firm in
term of getting talent and
making them able to work
better in the firm and raise
production ability of business.
Engineering and MACH MACH programs helps This program is beneficial for
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program individuals in learning about
technical things and they get
job opportunities in Microsoft
as well.
Microsoft because by this way
company can get technically
sound people and can improve
their technical skill so that
they can use advance software
effectively and can contribute
well in offering high quality
products to consumers. This
helps in minimising
recruitment cost of employer
and raising profit as well.
Explore and University
internship
In the University and explore
intern programs of Microsoft
employees get chance to work
on real projects and develop
their skills. They become part
of team and get chance to
work at higher level as per
their contribution in business
Offering well structured
internship programs with
hands on training and real
experience, mentoring
opportunities increases the
brand awareness and
recognition(Brewster and
et.al., 2016). Training
programs benefits the
Microsoft in managing the
work load, as employees get to
know about affordable option
for handling a portion of work
load. The organisation has an
opportunity to observe their
work and review work habits,
technical ability and
adaptability before making a
full time commitment.
This program helps in getting
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talented people in firm and
minimising recruitment cost.
B) Flexible working arrangements for staffs and its benefits to both organisation and employees.
Microsoft follows flexible working hours working policy, which outlines provisions for
employees who want to change their working hours, days and weeks. This policy applies to all
employees who need an alternative arrangement about their work schedules (WORKPLACE
AWARDS, 2019).
Flexible working time
Company provide flexible working time to the employee. In this the employee is
benefited as they can select the working time according to their choice. This arrangement helps
the employees as they can do rest or other personal work according to the time provided.
Flexible schedules not only provide employees with job satisfaction, better health, increased
work-life balance and less stress.
Flexible arrangement also benefits the Microsoft through higher productivity levels, less
turnover, reduced absenteeism, employers of Microsoft are able to retain qualified workers and
saves money as well.
Work remotely
Microsoft provides work from home facility (WORKPLACE AWARDS, 2019). This
benefit the worker as when employee is sick or not able to go to the office, can work from the
home.
This facility benefits the Microsoft also i.e, higher productivity as a result of ability of
work uninterpreted. Happier staff, result in motivation and better customer service. Employees
feel happy because they get more time to spend with family and manage their personal work.
This arrangement assists in improving employee retention for Microsoft (Inkinen, 2016). As by
giving facility to complete work by home gives benefit to Microsoft in raising satisfaction level
of workers and making them loyal towards the firm. It also beneficial in minimising cost of
frequent recruitments because by providing these facilities company can retain talent in
organisation
Tele working
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This is another facility given by Microsoft to its workers, in this they can manage their
work telephonically. This helps employer in minimising operational cost and also help workers
in balancing their personal life and also professional life.
.
C) Microsoft motivates its employees on the bases of designing job role
Company implements various tactics to encourage workers. These are explained as below:.
Reward strong performance- Microsoft reward employees that perform well (Morgeson,
Brannick and Levine, 2019). Rewards are given to workers’ at the time of creating job role such
as low level employees get incentives whereas managers level workers get additional health
insurance, family cover benefit etc. Rewards can be in the form of additional pay, benefits or
opportunities for promotion through simple gratitude and recognition. As giving rewards in
monetary as well as non-monetary both helps in keeping the workers motivated (Karikari,
Boateng and Ocansey, 2015). Microsoft gives incentives on the bases of overall sales generated
by sales team person. Furthermore, it gives promotions and appreciation to managers if they do
sometime well this motivate workers. Advantage of this tactic is that it retain staff as financial
needs of them get fulfilled but drawback of it that it increases feeling of jealousy who don’t
receive such benefits.
Defines the employees' role- Microsoft provides a clearly defined job description and
understand the role they are working in, this provides a context for everything and ensures the
employees feel a sense of purpose while at work. This makes them feel comfortable, it
encourages them and they work better in business unit (Savaneviciene and Stankeviciute, 2017).
Empowerment: this is another motivation way implements by Microsoft, at the time of
designing job role company ensures that top level managers get rights to take decisions. On other
hand company employer lower level workers as well which make them feel valued and motivate
them. Microsoft have given power to its managers to take decision and also give power to
employees to share their views to make sound decision. This empowerment motivate them and
they work better in Microsoft. Advanatge of this empowerment is that it retain staff but also has
limitation that company takes long duration to make sound decision.
SECTION 4
A) Employee engagement and its important part in efficient employee relation.
Employee relation can be defined as bonding between staff members or different level of
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employees which results in positive outcome. Employment engagement is a fundamental
property of the relation between Organization and its employees. An engaged employee is fully
absorbed and enthusiastic about the work and take positive action for further organisation
reputation and interest (Cascio, 2015). Employee engagement can be defined as process of
engaging people so that they feel passionate and work better in firm and be committed towards
organisation.
When the employees are involved in all types of the destructive work then employee find work
more interesting that employee never bother about the other employee more concern about the
work and worked hard to complete the task within time. By this the employee satisfy with the job
and always think in favour of company and chance of mistakes or error also reduces and also
they earn appreciation from the leader or superior (Hitt, Xu and Carnes, 2016). Their work likely
by all and they definitely enjoy the happy relationship with their superior and fellow workers.
Team leader also ensure that the key responsibility of team member match with the interest and
specialization and make sure that the employee not feel their work as burden and always look
forward by going office daily. In such case employee remain in positive mind and more
compromising with other employees. It helps the employee readily help each other and enjoy
healthy relationship with other team member. Hence, employee engagement helps the employee
must give full concentration on work rather than fighting with other employees and also it
improves the efficient relationship among employees in the Microsoft organisation
(Packianathan and Kerwin, 2017).
Employee engagement gives benefit to Microsoft as people feel secure and happy. They
love workplace environment and like to workers for longer duration. It is beneficial in
minimising workplace conflicts and improving working ability of each person because all the
employees share their knowledge with each other which helps in minimising mistakes. Conflicts
reduction is another benefit of employee engagement to Microsoft.
B) Key approaches of Summit engaging workers improve communication in workplace
Engaging employees is essential for the growth of business, by engaging workers entity
can make people positive and can develop communication at workplace (Employee engagement
summit, 2019). Key approaches of employee engagement are explained as below:
Microsoft Stream
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Company can share inspiring video among all employees which develops secure
environment and individual feel happy (Stone and Deadrick, 2015). By leveraging videos and
sharing information with individuals company can enhance engagement of staff members.
Positive view of this approach is that it helps in improving coordination between staff members,
as they give reviews to each other about video shared by management which develops friendly
behaviour between them. But it also waste time of workers because they watch such videos at
workplace and do not pay attention of work.
Share point
Mobile, intranet are the great ways through which company can shares information
among all workers. By using mobile workers can make healthy relations with each other. Clear
exchange of information makes them feel comfortable in workplace. This empower employees
and make them positive towards the brand. By this way individuals can get expert views and can
enhance their knowledge as well. Advantage of this strategy is that it is less time consuming
approach hence people can interact with each other easily through intranet and information can
get passed quickly. Individual can give reply on it easily which develops communication
between staff members. But sometimes people misuse this platform and start doing useless
conversation which create negative atmosphere in organisation.
Yammer
By connecting and enhancing engagement of workers company can improve engagement
of workers. Communication allows the employees of the organization to became more engaged
and understand what they do which matters for the success for the organization. Open
communication is the great way to engage employees, by making open communication company
create transparency which will develop confidence of workers (Employee engagement summit,
2019). It develops transparency and develops strong communities. This will make them loyal and
they share their feeling with company hence open communication engage people in business, it
make sure the employee more under stable the big picture and part they play for the success of
the company. Advantage of Yammer leads everyone moving on same page on same direction
towards the same goal. Disadvantage of Yamer is that it seem simple but it does take effort,
Management communicate the goal of the company by routinely talking with their employees
about company both personal and professional. If there is hidden communication then confusion
will take place and people will not be loyal towards the firm. When company create the open
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environment for the employee it leads a great job satisfaction, reduce stress and increase the
loyalty among the employees and also create mutual respect among the organization with
creating the more productive work environment and it creates a positive environment. And
Yammer make the employee free to communicate with the other employee and easily share the
issue with the other workers and get easily solution of any issue(Stone and et.al., 2015).
Likewise, it improves the good communication among the employee at the workplace. Open
communication develops understanding and people start interacting with each other easily which
minimises confusion as well.
C) Identification of key elements and influence of UK employment legislation on HR decision
such as:- recruitment, training and development and rewards.
The Fair Labor Standard Act, 1938:- This act is firstly introduced in 1938. The need of
this act was felt because the unfair practice with labours is done by the companies, as the
employee or the labours who do overtime, or doing similar kind of job must get the decided
standard wages from their employers(Nankervis and et.al., 2016).
This act influences the pay roll decisions of HR as they have to pay the standard wages
and salaries which is mentioned in this act. The HR can't pay less amount of wages and salaries
to its employees as this act give them protection and at the same time company can pay high as
per their performance while completing the given task (Marks, 2019). As HR has to make clear
decision of salaries of each staff members by considering labour rate in the country.
Furthermore, manager has to make make clear judgement of given incentives to staff members
so that they feel happy.
The Equal Pay Act, 1963:- This act is meant for establishing the feel of equality among
the employees who are working on same positions and having same designations. This act states
that the company should pay the equal scale to its employee who is working at same positions
and having same responsibilities(Berman and et.al., 2019).
The payroll decision of HR is get influenced by this act as they have to set the pay scale
of each candidate equally by considering their job role and performance . Now HR has to give
promotions to all candidates by considering their performance in organisation. HR manager now
take decision of recruitment easily, now Hr needs to ensure that it give equal treatment to all
workers at the time of recruitment and promotion both.
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Occupational Health and Safety Act, 1970:- This law or act is governed by the
Occupational Health and Safety Administration(Noe and et.al., 2015). In this act, it is mentioned
that the employer and the HR of the company must consider the health and safety of its
employees who are working for the company(Bratton and Gold, 2017). The company is
responsible to provide a healthy and safe working conditions to its employees.
The training and development decision of the HR is influenced because of this act or law.
The HR now have to organise training programmes and give training to the employees regarding
the use and importance of safety appliances and make them know their rights when they are
facing health problems. Now HR has to give training to staff and also manager has to ensure that
they perform their work effectively so that no accidents take place in organisation.
CONCLUSION
From the above study it can be concluded that proper functioning of HR in managing the
human resource of the company is very important. The manufacturing company 'Chocola
Fantastica', the manufacturer of chocolates, have the lack of proper management of its
employees. The selection and recruitment process followed by the company is not effective and
beneficial for the company as the new employees fails to serve the probation period in Chocola
Fantastica, which leads them to have less confidential and irregular staff in the company, which
emergent the need of take effective step to manage its staff. Flexible working arrangement
always help employees in balancing their work and personal life which makes them committed
towards the firm. Motivation is essential, by encouraging people company can retain staff and
can raise their working capabilities. In Microsoft there is proper management and company
organises the summit which improve the job satisfaction in employees. The importance of
employee engagement shows that because of engagement of employees turns the thoughts
process in the favour of the company which makes the employees to stay for long time in the
company.
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