Human Resource Management - Chocola Fantastica Assignment

HUMAN
RESOURCE
MANAGEMENT

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................3
LO 1.................................................................................................................................................3
a) Purpose of human resource functions with its importance to the organization..................3
b) Selection method used by the organization and its strengths and weaknesses of..............5
c) Evaluating improvements required in selection process....................................................7
LO 2.................................................................................................................................................7
a) Graduate training schemes and internships benefits offered by Microsoft........................7
b)Flexible working arrangement for staff and its benefits to both Microsoft and its employees
................................................................................................................................................8
c) Evaluation of way Microsoft motivates its worker by designing its job roles...................9
LO 3...............................................................................................................................................10
a) Employee engagement and its importance in effective employee relations in Microsoft10
b) Key approaches to engage workers and the way it improves communication in Microsoft11
c) UK employment legislation's Key elements and its influence on HR decision-making..11
LO 4...............................................................................................................................................12
a) Person specification for the job role.................................................................................12
b) Methods of job advertising with their advantages and disadvantages.............................14
c) Recommendations for implementing job advertisement methods...................................15
CONCLUSION..............................................................................................................................15

INTRODUCTION
Human resource management is a strategic approach which allows an organization in
effective management of people that helps the business in gaining competitive advantage
(Amberg and McGaughey, 2019). For achieving targeted objectives of the business, HRM play a
vital role by performing several functions which majorly comprises strategic management,
workforce planning and employment, policy formulation, reward management and risk
management. Present report will include four sections in which first two sections are based on
Chocola Fantastica that is based in South Wales, company deals in tailor-made chocolate based
greeting cards and presents offered across UK. Third and Fourth section of the present report is
based on Microsoft that is headquartered in Redmond, Washington, company develops licenses,
supports, manufactures and sells personal computer, consumer electronics, computer software
and related services. This report will also include purpose and scope of HRM in resourcing an
organization with appropriate skills and talents required to fulfil objectives of a business. Further
report will evaluate the effectiveness of HRM's key elements in an organization. This report will
also involve an analysis of internal and external factors influencing decision making of HRM
including employment legislation. Lastly, this report will include an application of HRM
practices in a work related context.
LO 1
a) Purpose of human resource functions with its importance to the organization
The major purpose of human resource management is to manage number of needs of the
employees working with the company. HR department manages all the sort of issues that are
from financial to legal matters in order to maximise efficiency of the organization. Chocola
Fantastica needs to determine purpose of HR functions in order to perform them in a significant
manner (Berman and et.al., 2019).
Purpose of HR functions
 Staffing Needs: One of the essential purpose of HR function is staffing needs, this
involves the responsibility of recruitment of employees at the time of requirement that is
being identified by their job duties and required skills for the same.
 Compensation: This is the most essential purpose for which HRM works. It helps in
providing fair payment to its employees by evaluating and making necessary changes to

the organization's pay structure through researching compensation trends with aiming at
providing employees with industry acceptable pay (Buckley and et.al., 2019).
 Performance appraisal: This department play a vital role in every organization as it
involves conjunction with every individual department managers for evaluating
performance of employee. The major objective of performance appraisal is to perform
equitable practices for the same must be considered by the company on the basis for
promotion, termination and retention that can influence legal actions if these are being
practices and executes in an improper manner.
 Law Compliance: In order to prevent any unlawful activity, an organization must
understand and execute all the activities according to rules and regulations by the
legislation. Health systems, equality and fair wages must be provided according to the
rules that are being formed by the government (Chams and García-Blandó, 2019).
Human resource management Functions
There are majorly three basic functions of HRM these are recruitment, selection and
training and development and are applicable to workforce planning and resourcing. Execution of
these functions can help the organization in its further future growth. These are the functions
which are essential to execute in a significant manner by Chocola Fantastica in order to being
effective in performance of operations in the organization.
 Recruitment: The most essential function of HRM is to recruit as it is a procedure to find
and also to attract the most potential human resources for the purpose of filling up the
required vacancies in the company(Kanki, Anca and Chidester, 2019). Chocola
Fantastica needs to perform this process in a more effective manner so that desired
objectives of the organization can be achieve by identifying the vacancies and filling
them with effective resources by determining their specifications, that will help the
company in identifying the most effective candidate for the vacancy by performing this
function of HRM. There are several problems which can be faced by Chocola Fantastica
in recruitment involves attracting the right candidates, engaging qualified employees and
ensuring a good candidate experience. By recruiting an effective workforce, Chocola
Fantastica can increase its productivity with the help of an efficient workforce which can
be recruited for the future growth.

 Selection: It is a process of short-listing and selection of the right candidates by
identifying the necessary qualifications and skills that are required for a specific vacancy
in the organization. Chocola Fantastica should execute appropriate selection process
because the overall performance of the organization can be increased by hiring of good
resources. An inappropriate selection process can results in bad hire which can affect the
work of the company and an extra cost will be incurred for replacing that bad resource
which was hired through bad selection process. An effective selection process can help in
future growth of the company as an effective workforce will be working more efficiently
than an ineffective workforce (Macke and Genari, 2019).
 Training and development: It can be defined as a program in which specific skills,
knowledge and abilities are being imparted to the employees for the purpose of aiming at
increasing their level of performance. It is essential for HRM of Chocola Fantastica to
train and develop their new hirings in a significant manner for the purpose of making
them perform in an effective manner in order to increase productivity of the firm.
Training and development is a time consuming and cost consuming process which is to
be considered by Chocola Fantastica, but the time and cost invested for the same can be
worthy for the company as it can help in providing training and development to existing
employees with new employees that can lead to more effective working by both new and
existing employees of the organisation which may helps in future growth of the
organization (Peccei and Van De Voorde, 2019).
b) Selection method used by the organization and its strengths and weaknesses of
Selection method refers to the short listing and selecting appropriate candidates for an
appropriate job role which can help in effective operations of an organization. Recruitment
process includes applications from the candidates, whereas selection process is a secondary
method where short-listing of these candidates is being done according to their skills and
abilities. The selection method which is being used by Chocola Fantastica is selection tests and
interview method (Stewart and Brown, 2019).
Strengths
Interview method: It is the most significant method of selection of candidates which is
used by Chocola Fantastica as it helps in development of relationship, collection of primary
information, obtaining sufficient information and in depth analysis. In Chocola Fantastica,

interview is taken place as an informal chat and candidates are being short-listed by checking
references.
Selection Test method: This method is an effective method for analysing the respective
skills and abilities of the applicant which are evaluated through a test conducted by the company.
Selection test of Chocola Fantastica includes English and maths questions which helps in
analysing candidates skills regarding their English and mathematics. Tests provides a basis for
finding out the stability of the candidates for various jobs and provides better objective criteria
than any other method. It also helps in providing a uniform basis for comparing the performance
of employees.
Weaknesses
Interview method: There are several weaknesses of the interview method which must be
considered while conducting an interview for the purpose of selection. Interview method of
selection is a time consuming method as it involves various stages like interviewing,
transcribing, analysing, feedback and reporting. It is a cost involving process of selection which
can increase the expenses of the organization. Different interviewers may understand and
transcribe interviews in a different way.
Selection Test method: A written test method have several disadvantages which includes
majorly the failure of identifying the practical skills of the candidates. While conducting a
selection test, company cannot analyse the practical skills that are required for the vacancy which
results in ineffectiveness of practical work in the organization. This is a time and cost consuming
method of selection which can increase the expenses of the organization.
Strength and Weaknesses of internal and external Recruitment are as following:-
Internal recruitment:-
Strength Weaknesses
 It reduces the time to hire a candidate
 Increased morale and retention of the
staff members.
 It leaves gap in the working
environment
 It may result in inflexible culture.
External recruitment:-
Strength Weaknesses
 Lot of options are in hand of the  It is a long process

recruiter so wider choice is available
 Qualified personnels are seen
 Extra cost for the vacancy
announcement and arrangement will be
there.
c) Evaluating improvements required in selection process
There are mainly two changes which are required in the selection process in order to
execute it in a more effective manner (Tweedie and et.al., 2019). Firstly, bias should not be
shown for short-listing of candidates for selection which was noticed as referenced candidates
were provided priority in tests and interview, this change can help Chocola Fantastica in
selecting the most desirable and effective candidate for the job. Second thing, which can be
changes in Chocola Fantastica is interview process, that might be performed in an informal
manner which doesn't helps in evaluation of employees, that should be in a formal manner.
LO 2
a) Graduate training schemes and internships benefits offered by Microsoft
Microsoft is offering graduate training schemes and internship opportunity for the
graduates. These training schemes are benefiting both the employees and organisation in
following ways:-
 12 weeks summer internship programs:- These training programs are giving interns a
fulltime position and real job experience by giving challenging tasks from day one. These
tasks boost up the interns to work efficiently as Microsoft give them real projects on
which they have to work. This helps the interns to get knowledge and skills that how they
have to work in an organisation(Internship programs at Microsoft, 2019). It is beneficial
to the organisation and its employees as their work pressure get reduced. As trainees
works with other employees it become easy for them to understand company's culture.
Managers also analyse the positive and negative points of the trainees and make them
improved so that they can hire them as future employees. As they hire these trained
graduates as employees, it become easy for organisation make them work according to
Microsoft's culture.
 Microsoft Aspire Experience:- This training program is benefiting the organisation as
they are getting low cost labor as full time employees. These training schemes also helps

the graduates to get on boarding experience in their own field so that it is useful to them
in their career path(Internship Programs for students and graduates, 2019).
 Microsoft Commercial and Engineering internship opportunity:- These two types of
internship opportunity is exploring students interest and passion by working on different
projects(Bhattacharya and Neelam, 2018). Company is also giving unpaid training to the
graduates and people join the organization due to its good reputation in market. As it
create good reputation, more and more people want to join Microsoft and company is
able to have skilled and knowledgeable employees in their workplace.
 Apprenticeship:- As Microsoft Apprentice students are getting opportunity to gain
experience and it helps the organisation to evaluate and understand whether the trainee is
capable to handle the tasks or not. Microsoft is giving opportunity to there Apprentices
and trainees to work on different roles and develop their current skills by exploring on
other areas through side project. Apprentice helps the Microsoft to reduce overburden on
employees by working on side projects(Chen, Shen and Gosling, 2018).
b)Flexible working arrangement for staff and its benefits to both Microsoft and its employees
Microsoft is providing flexible working arrangements to all its working employees and its
is beneficial to employees and company in following ways:-
 Flex time:- Microsoft is arranging flexible working hours for their employees where they
can decide their own working hours from a full day work. This is not affecting total
working hours of Microsoft but it gives the advantage to them as employees work with
more potential and have job satisfaction. Employees are also given lunch and tea breaks
so that they get relaxed and do not feel pressurised to work(Flexible working at
Microsoft, 2019).
 Part time:- Microsoft is also offering their employees part time job as many a times
employees face some health issues or any sort of disability that it become difficult for
them to work in office(Timms and et.al., 2015). Either Microsoft negotiate their working
hours or give them opportunity to work from home. This makes the work easy for
employees as they can work from from home and there is no loss for the company as task
is completed on time.

 Compressed work week:- There are chances that due to some circumstances employees
will not be able to work for a day, in such situations Microsoft give them opportunity to
compensate by working for some extra hours. There is no loss of pay for the employees
as they are paid for their compensation. Company also get benefit out of it as the
respective tasks are completed on time that helps in achieving objectives of the
firm(Microsoft flexible working arrangements, 2019)
 Job sharing:- Microsoft believes in job sharing as giving a set of duty to two employees
makes their work more productive. Communication between the employees also gets
improves and they work more effectively(Mandl and Curtarelli, 2017). This helps the
employees to work without having any sort of pressure and it benefits the Microsoft in
order to retain the employees for long period in the organisation.
 Leaves and Sabbaticals:- Without loss of pay, employees in Microsoft are given leaves
when they are away from work for some period of time. Paid and unpaid leaves are
basically given to employees for their heath care, family issues or employee is going for
some training. Employees get motivated to work for the firm as it makes them realize that
firm is caring for their needs and it helps Microsoft for satisfying the employees and
reduce employees turnover(Thompson, Payne and Taylor, 2015).
c) Evaluation of way Microsoft motivates its worker by designing its job roles
Microsoft is designing its job role by taking its consideration over job specification,
providing job rotations and expanding its tasks with the job enlargement. Company also set the
job role where employees are set free to make decisions. Different designing of job role
motivates the employees in following ways:-
 Job specialisation:- Microsoft is breaking down the job into different parts and then
assigning them to their employees according to their capability and skills so that they can
perform the selected tasks in repetition and also with effectiveness(Pee and Lee, 2015).
This helps the company to reduce the skills requirements for the job and also the efforts
as a single task is performed by the employees in an effective way.
 Job rotation:- Microsoft also move employees from job to job at regular intervals that
helps the company to reduce its turnover level. Rotational job results in reduced stress
level of the employees as motivate the employees to perform their task effectively. This
also helps the employees to acquire new skills and they become flexible by doing new

tasks. It also reduces the employees boredom and they transfer knowledge between the
departments.
 Job Enlargement:- According to employees skills and ability company expands the
tasks of the employees in order to add variety in the job role. This helps the Microsoft to
use its human resources in an effective manner. This increases the capability of
employees at broader level and employees get satisfaction by performing quality of tasks.
 Job Enrichment:- There are many job roles in Microsoft where employees are set free to
understand their responsibilities and take their own decisions. This motivates the
employees to work hard as they feel part of the firm. This helps Microsoft to reduce
turnover and absence of employees(Wall, 2017). As job enrichment is not suitable to
every individual, company according to employees ability and skills design this job role.
Microsoft also gives non-monetary rewards like T-shirts, rugby shirt, team mouse pad
etc. that makes the employees motivated to work more effectively for the development of
the firm.
LO 3
a) Employee engagement and its importance in effective employee relations in Microsoft
Employee engagement is an approach that Microsoft uses in order to make the employees
engaged in workplace so that they can work effectively in order to achieve goals of the firm.
Employees engagement is based on the trust and integrity and that develops with the help of two
way communication between the employees and employers where employees are given rights to
be part of the decision making(Mone and London, 2018). For effective relation in Microsoft
importance of employee engagement are as follows:-
 Employee engagement plays an important role in enhancing the communication that
further leads to transparency in culture of the Microsoft. It brings the employees and their
ideas together with respect to shared topics and interests. It also becomes easy to gather
the ideas of employees and make them engaged in achieving objectives of the firm that
finally results in effective employee relation with the Microsoft(Employee engagement
summit, 2019).
 Effective Employee engagement in Microsoft makes the communication more
compelling and make every one connected. This also brings the team together in order to

achieve the targets on time that results in effective employee relation as they work for the
welfare of the organisation.
b) Key approaches to engage workers and the way it improves communication in Microsoft
Different approaches that Microsoft uses to engage workers are as follows:-
 Yammer:-This approach connect and engage the people that are working in Microsoft as
it helps to communicate openly that results in transparency in the organisation and its
improves the engagement of employees with the employers. Many a times' transparency
may demotivate the employees as they may hesitate to share their ideas in front of
everyone.
 Microsoft Team:- Microsoft uses this approach to communicate through threaded and
persistent chat. Company usually use 365 different types of apps that make the access
easy to Share-point, One-note etc. Employees are able to receive and transfer calls by
using Mac, PC or mobile. This makes the communication more effective as is also known
as the hub for teamwork. These apps may not work on time and may create
inconvenience to the employees in order to communicate effectively(Employee
engagement summit, 2019).
 Share-point:- Microsoft is sharing the information to its employees with rich news and
dynamic pages that integrates the content and conversation. It also increases the
organizational efficiency as common resources and applications are easily shareable with
the help of portal. This builds an effective communication between the employees and
employers and also reduce the wastage of time. Some times the portal may not work
effectively that may result in lack of proper communication and employees may feel
difficult to communicate with each other. It also becomes tough for the employees to
make the employees engaged in such situation.
c) UK employment legislation's Key elements and its influence on HR decision-making
Different laws set up by the government for employees rights in the firms are as follows:-
 National minimum wage act 1998:- According to this act employees working in the
organisation have to be paid minimum wages and if an organisation is not following this
law, employee is having right to take the company to court and have justice. HRM at
Microsoft is following the law and at the time of recruitment and selection process,
company is deciding the minimum wage to be given to employees for their work. HR

professionals have to verify the accuracy of amount paid to employees(Brewster and
et.al., 2017).
 The Equal Pay act 1970:- According to this act companies have to pay their employees
without discriminating on bases of gender or any other reason. Microsoft is not having
favouritism treatment and they do not pay to their employees on bases of gender, nor they
treat their employees in such way. They recruit and select their employees on bases of
their ability to work. As a result Company is having good reputation in market as they
follow all the legal rights of the employees and all the workers are happy to work in the
firm. HR managers have to minimise this risk by ensuring equal pay for equal work and
also reward the employees fairly.
 The pension act 2008:- According to this act employees working in the company have to
opt out occupational pension plan of their employers rather than opt in. The main reason
for this act was to provide pension benefits to ensure retirement income security for
workers. Working in Microsoft is beneficial to the employees as company is providing a
good pension plan for their employees with the help of which employees can have a
bright future ahead(Pension Act, 2019). HRM have to make ensure that all the employees
are having advantage of pension plan and also make the employees aware about the
same.
 Health and safety act 1974:- According to this act company have to take care about the
health and safety of employees, that is if employees task is risky to their life, it is
responsibility of company to provide the safety to them. If any health issues arise
company have to pay for the same. Microsoft is having a working environment where
employees and their safety is the first preference. This is the reason employees feel safe
and secure while working with Microsoft. HRM of Microsoft requires to maintain a work
environment that is safe for the workers and they train the employees for having safety
measures.
LO 4
a) Person specification for the job role
Job Title Receptionist

Date
Qualification required Essential on the basis of ranking ( 1 to 5 )
Effective Computer knowledge
that is software proficiency and
good typing speed.
High school diploma
4
4
Experience required
Experience of Minimum 1 year
in same filed
Experience as a computer
operator
3
3.5
Skills and characteristics required
Communication skills are good
Answering and forwarding
phone calls
Professional and welcome
experience for client
Better completing administrative
paperwork.
4.5
5
4

3.5
b) Methods of job advertising with their advantages and disadvantages
Chocola Fantastica is using different job advertising methods that are internal recruitment
and advertisement through noticeboard of the company.
Internal advertising through existing employees
This is a method of advertising for the required resources in order to fulfil the vacancies
in such a manner that the work which is to be done by the candidate is being carried out in a
most effective manner. In this method, employees of the company are being communicated for
the vacancy and describes the person specification, then existing employees working in Chocola
Fantastica refers several candidates who are suitable for the job role and can work effectively for
the selected job (Zhu and Warner, 2019).
Advantages: There are several advantages for this type of job advertisement which can be
grabbed by the company. This method is time and cost saving process as existing employees are
being involved in finding suitable candidate which allows saving time and costs involved in
research of candidates. If a candidate is joining with a reference, trust is being increased for the
employees that are to be selected.
Disadvantages: There are number of disadvantages which are to be considered by
Chocola Fantastica in order to select effective candidate for the job role. This method prevents
options of new talents which is a major factor as new talents brings new ideas which can be used
by the company in order to become more productive. It limits the search till the relations of
existing employees which leads to less number of applicants.
Advertising through external noticeboard of company
Chocola Fantastica has placed an advertisement on its noticeboard for advertising the job,
which have several advantages and disadvantages that are to be considered by Chocola
Fantastica while selection of desired candidate.
Advantages: The company is located in the area where high unemployment rate is there,
this method of advertisement can help the company in attracting more number of applicants with
advertisement through the notice board of the company by attracting more number of passers that
can communicate to the desired applicants.

Disadvantages: This method is not helpful for covering a large area for job
advertisement as it allows in communicating only to a particular geographic area where company
is operating which prevents applicants from other regions.
c) Recommendations for implementing job advertisement methods
Chocola Fantastica can use several other methods of job advertisement in order to select
the most desirable candidate for the vacancy of receptionist. In a recent period, use of social
media has been increased Chocola Fantastica can use social media for advertising its vacancy.
The major reason for using media application is its increasing number of use can help the
company in finding the most appropriate candidate who can work effectively in performing the
tasks of receptionist. Use of social media applications can increase job visibility to more number
of candidates, it consumes less cost than other methods of advertising and the major advantage of
using this method is better brand awareness with the job advertisement (Kanki, Anca and
Chidester, 2019).
CONCLUSION
It is been concluded from the above study that purpose of HR function is staffing needs,
Compensation, performance appraisal, Law compliance. The basic function of HRM is to
Recruit, select, train and develop their employees in effective manner. Report also concluded that
selection method is having different strength and weaknesses and different improvement is
required for the same. There are different methods of job advertising like Internal advertising
with the help of employees, Advertising with external noticeboard. Report also concludes that
there are different benefits of internship programs and flexible engagement of workers for
Microsoft and company is engaging its workers with help of different job design. Employees
engagement is increasing employees retention and increasing productivity. Microsoft also uses
different approaches in order to make its workers engaged and follow different legislation laws.