Human Resource Management Assignment | TOYOTA company

This report is on "recruitment and selection process in Toyota". The present report is based on TOYOTA Company as it is the first world largest automobile manufacture company to produce more than 10 million vehicles in 2012. This report is based on the company's overall structure. It also explains the role, responsibility, and function of the HR manager. Further, it explains the strength and weaknesses of various approaches in Toyota's structure and also explains the employee relationship with the flexible working place.

HUMAN RESOURCE
MANAGEMENT

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
1) Overview of TOYOTA Company:.........................................................................................1
2) Purpose of HR function and its key role and responsibility of HR function: ........................2
3) Evaluating the Strength and weakness of approaches of planning, recruitment and selection
process, development and training, performance management and reward function of
TOYOTA company.....................................................................................................................3
4) Approaches and effectiveness of employees relation and employee engagement and
adoption of flexible organisation and flexible working practice................................................6
5) Identifying the key areas of employment legislation within which the organisation must
work.............................................................................................................................................7
TASK 2............................................................................................................................................8
1) Job specification of marketing manager of TOYOTA company:...........................................8
2) CV of employee applies for marketing manager post:...........................................................8
3) Documentation of preparatory notes for interview and their notes bases on selection
process and a justified decision of the candidate's selection process..........................................9
4) Job Offer Letter:......................................................................................................................9
5) Explanation of complete process of recruitment : ...............................................................10
6) Evaluate the process and rational conduct of appropriate HR practice................................11
CONCLUSION..............................................................................................................................11
REFERENCE ................................................................................................................................12

INTRODUCTION
Human Resource management [HRM] is the approach to organise the management team
of the company to gain profits. It helps the employees to achieve targets and also there
performance are also evaluated and identify the issue arise in the company premises. Present
report is based on TOYOTA Company as it is the first world largest auto mobile manufacture
company to produce more than 10 million vehicles in 2012. This report is based on the company
overall structure. It also explains the role, responsibility and function of HR manager. Further it
explains the strength and weakness of various approaches in the company structure and also
explain the employee relation with the flexible working place.
As company has to work with various employment laws and further the design of CV,
Job specification and Offer letter are framed. Complete processes of Recruitment helps the
company to choose the appropriate candidates are also explained.
TASK 1
1) Overview of TOYOTA Company:
In the end of the 19th century, Sakichi Toyoda invented a new or country's first power
loom in the industry of textile in Japan and with the help of his son he invented his dream project
in building an automatic loom in 1924.In 1937, Kiichiro Toyoda founded a company as
TOYOTA industries which is used to create auto mobile manufacture in expansing off from his
fathers business. Due to rising disputes in Japan, TOYOTA company is the largest vehicle
manufacture in Japan with over more than 40% marker share. After having so much success they
expand their business into many countries and also earn profit from that expansion. TOYOTA
company considered to be a good and trusted corporate citizen by the stakeholders(Enoki and
et.al., 2017).
TOYOTA company was founded on August 28, 1937 and as per the recent survey
3,69,124 number of employees are working with that company and settled their office in many
countries. There main head office is in Japan and had a “Toyopet” Toyota logos. Its round off
capital is around 635 billion yen(as a recent survey on march 31, 2016). Its main business
activities are Production of motor vehicle and also merge with sale entity.
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2) Purpose of HR function and its key role and responsibility of HR function:
HRM is process of managing the employees work and their whole recruitment process
such as training, hiring, firing and promoting and also including the benefits, rewards, safety and
various other norms which the HR manger has to fulfil(Human Resource Management, 2019).
The purpose Of HR functions in relation to TOYOTA company are ~
 It's the duty of HR manager to maintain a friendly environment of working for employees
so that they are motivated towards works and easy access in their targeted goals.
 To make a close relationship between employer and employee so that employee can
easily discuss their problems and issue relating to the work place and any problem they
are facing to achieve their work(Ahn and et.al., Google Inc, 2016).
 HR manager has to appoint a proper person to trained and guide the employees and
assigned them task which they feel that they are capable to commit their work smoothly.
HRM strategy is commonly based on Best Fit strategy as it involves the vertical fit in the overall
development of the organisation. Its objective is the to engage on employee productivity and
product quality which they are producing in the work premises(Vora, 2015).
There are various role and responsibility of HR manger ~
The role of HR manager is to bring new ideas and thoughts to take TOYOTA company to
next level of success and helps them in achieving more corporate objectives. The responsibility
of HR managers are ~
 The major responsibility of HR manger is to avoid cyberbullying at work because this is
the first priority of employees that they do not use any digital gadget to track the data of
the company. Company carry large scale of data and also their numbers which the
company shows in their balance sheet and if these data are leaked if may result to heavy
loss to the company name(Ahn and et.al., Google Inc, 2016).
 Employees prefer to work in that place where they fee that they are safe so HR manger
had to assure about the safety norms of the company also have to make strict rules against
the domestic violence in the company.
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3) Evaluating the Strength and weakness of approaches of planning, recruitment and selection
process, development and training, performance management and reward function of
TOYOTA company.
Approach of Workforce Planning: There are three approaches of workforce planning -
 Workforce planning – In this, organisation have to examine the number and
characteristics of employee working at the premises and their work assigned to them as
per company strategy. Its strength is company can achieve its target easily because works
committed by group member and their strategy to achieve goal. Its weakness is if the
target is achieved by individual than also the whole team is eligible for the reward which
influence others to work hard on the company matters(Vora, 2015).
 Workload planning – To plan a strategy when there is huge work to be completed at a
particular time and specially by a particular person. Its strength is the person who
completed the work should be eligible for reward and other benefits which the company
offers to the deserving employees but its weakness is if that person fails to complete the
work but had reach the target still that person is not capable to be rewarded by the
company.
 Competency approach – In this, organisation appointed the trained person to guide the
employee and motivate them to achieve the target goal. Its strength is vested in the hands
of the company as company stands a powerful team to guide the employees and leader
are appointed to coordinate with every person for assigning task to them. Its weakness is
employees feel under pressure to work with the company as every time leaders are on
their head to complete the work(Noe and et.al., 2017).
TOYOTA company choose the workload planning to help employees to reduce their workload
by proper team and effective time management work.
Approaches of Recruitment:
Approaches of recruitment can be internal and external.
 Internal Recruiting meaning process of recruiting a person or filling the vacancies from
the internal workforce only. Its strength is that trusted employees work in the company
and they remaining in the company infrastructure only for the future growth but its
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weakness is that employees know the whole working structure and they are not willing to
learn some new work and if they assigned to some new one they use their own
knowledge to learn the work(Paauwe and Boon, 2018).
 External Recruitment means conducting a walk in interview or campus placement to
recruit in the company working and establishing their task to be completed. Its strength is
bringing new employees in the company by their skills and knowledge and they have
more capacity of learning and accomplishing their task. Its weakness is that they have to
trained from starting and also have to judge and trust them in company crucial matters.
TOYOTA company choose the internal recruiting procedure because they believe in maintaining
the trust and honesty employees in the company.
Approaches of Selection:
Approaches of Selection process may be structured and unstructured way.
 Structured way means proper aptitude test is designed for the new employees who
appearing for the selection process in the company. Its strength is skilled and experience
person are chosen for the proper designation and also the capability of learning is
checked. Its weakness if the person is not known of the facts and they are skilled still they
are not given chance to perform in the working of the company just because they didn't
clear the aptitude test(Ehnert and et.al., 2016).
 Unstructured way means the company has not set proper question for the employees and
they directly give chance to employer to sit in the interview as in interview they set some
standards which the employee had to face but not as difficult as the written exam. Its
strength is employees didn't face any fear while facing the interview process and they are
selected on their experience and knowledge. Its weakness is highly qualified and low
qualified are working at the same positions and there is no change in interview procedure.
TOYOTA company choose the structure way as the company required skills and experience
persons so they select this procedure to fill up the vacancies in the company.
Approaches of Training and Development:
Approaches of training and development can be on the job and off the job.
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 On the job training means employees are trained in campus in the form of job rotation in
various department and other instructor for various training session. Its strength is
employees get knowledge of all the department and there learning skills are also
improved and its weakness is employees get easily frustrated by assembling the
knowledge from every instructor and which major chances of mixing the work
schedule(Paauwe and Boon, 2018).
 Off the job means the learning can be e-learning or program conduction or any other
activities which motivate employees to work harder and achieve the task. Its strength is
employee learning environment are changed and there are lot of chances for self
motivating but its weakness is employees misuse the company resource about this
training session is provided to make their work easier and they mostly misuse the
advantages which the company is raising in their work.
TOYOTA company mostly prefer off the job training session because company expand its
business and they want their employee to learn the market strategy as well(TOYOTA, 2018).
Approaches of Performance management:
Its approach can be result approach and 360 degree approach.
 Result approach focus on outcomes and outputs from the employees as the performance
in the company working. Its strength is that it motivates employee to achieve more and
targets and engage the chances of earning more profit but its weakness is company put
more pressure on employee to achieve the targets and this result in employee disinterest
in work.
 360 degree approach focus on employee complete feedback relating to work, behaviour
with collogues, relation with supervisor and other so that performance is judged. Its
strength is employee get the appraisal by looking the reputation in the company but its
weakness is if employ had done one mistake and still he had very good reputation in the
company still that one effect close down the reputation of the employee(Patel and et.al.,
2017).
TOYOTA company mostly choose the 360 degree approach because they made brand name n
the Market and they don't want to affect their reputation by any of the nature of employees.
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Approaches of Reward appraisal:
Reward is mostly given when employee perform extra ordinary work in their premises. It may be
financial and non financial approach.
 Financial Approach means that rewards which the company are giving on the bases of
financial matters. Its strength is it financially help the employee to earn profit and also it
motivates them to work harder but its weakness is it gives expectation to employee in
earn future to achieve same type of reward(Evans, 2017).
 Non financial approach mean to help employee in some other benefits such as allowing
an extra holiday in relation to other holidays. Its strength is to motivate employee to
achieve their targets before time and face challenge in the market strongly but its
weakness is sometimes there is misuse of other benefits which indirectly affect the
company reputation.
TOYOTA company prefers the financial approach as it directly helps employees and their
families to maintain their living standards in the society(Patel and et.al., 2017).
4) Approaches and effectiveness of employees relation and employee engagement and adoption
of flexible organisation and flexible working practice.
Approaches and effectiveness of Employee relation:
In terms of employee relation, Human Relations approach is examined more in
organisation. As relationship which the company maintains with employees are more attracted to
employee working and this only motivated them to work hard and give more productivity to the
company business. Employees who are interest in working can automatically give more output
and also they engaged in company working environment. The benefit of employee relation is that
the workplace relationship is important in the organisation to motivate the employee and if the
employee is engaged with that business they consider this business and employee as the part of
the family and do work like their own personal work.
Approaches and effectiveness of employee engagement:
The one approach which the company must engage with employee engagement is that of
communication activities. There is a big commination gap between the employer and employee
which give raise to issue and problems of misunderstanding. The benefits of this is it praise
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employees to discuss freely about any issue and also give chance to take decision which they feel
they can't take because of lower in position in company.
According to Jon Atkinson, flexible organisation Model was proposed in 1986 which
indicated the technique which the management is using on human resource to motivate them, to
produce more productivity through flexible working time and environment and if the employees
get this befit at work place this result in more productivity and also they feel interested and
motivated towards work(Flexible Firm Model- Atkinson, 2018).
5) Identifying the key areas of employment legislation within which the organisation must work.
Organisation has to work on employment laws so that employees before the day of
joining knows all the terms and conditions of the employment law and can also avail it when the
situation occurs. Following rules of law which employees and organisation both have to keep in
mind ~
 Equality Act,2010 – If the company is engaged with the working of more man and less
women than HR manger of the TOYOTA company had to keep this thing in mind at the
time of recruitment process because the opportunity of working should be equal for both
man and women and the working structure to assign work should be equal in all
matters(Elliott and et.al., 2017).
 Data Protection, 1988 – Security of data is the major issue and the company had to
implement the strict rules regarding the infringement of data. HR manger had to update
their software and keep an eye on employee working criteria so that they can easily
identify the employees working at their work premises.
 Health and Safety Act, 1974 – Heath and safety are important aspect in the working
department because if company is engaged in any hazardous work which risk the
employee's life than HR manager had to implement a proper planning and training
session to employees about the risk factor in the job and also provide various safety
equipment to the employees working at the field(Evans, 2017).
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TASK 2
1) Job specification of marketing manager of TOYOTA company:
Job Specification
Company TOYOTA
Post Marketing Manager
Location Japan
Job Description The marketing manager has to takeover all the
responsibility of the management of marketing
department
Experience Having Experience of 2-3 years in marketing
field
Education Bachelors in B.Com honers
Post graduate in HR Marketing
Report to Takahashi Saito {Marketing Department head}
Interview Date & Timing 25th March, 10 a.m. - 6 pm
2) CV of employee applies for marketing manager post:
Name Reo Nakamura
Email I'd [e-mail]
Mobile no. 91-44-2432-3859
Professional Summary Highly motivated toward work and friendly in
nature. Had a good grasping power and all
quick learning skills. Present myself in many
seminars and also dedicated to the task allotted.
Education B.Com honours from University of Cambridge
Post graduate in HR marketing
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Achievement Gold medallist in marketing Field
Wok Experience Worked as a senior marketing manager with
Suzuki Motor corporation for 6 years in
London
Language Known Familiar with English, Hindi and Japanese
language
3) Documentation of preparatory notes for interview and their notes bases on selection process
and a justified decision of the candidate's selection process.
Short listing interview notes means at the time of interview the candidates which are
shortlisted should be process with the second round and they are to checked by the interviewer
following aspects like their good command over English, their way of presenting their point and
also some situation are given which they have to perform to check the knowledge and grasping
power of the candidates(Humburg and Van der Velden, 2015).
This process helps the company to know the background of their candidates and how they
face the challenges and situation which occurs in the company at any time and this process also
decide that candidates work in company for long run or short run.
Company select the candidates on behalf of their grasping power and also capabilities to
handle the risk and solve it in the company which results in no harm to company background.
These capabilities are tested by the company and also candidates proves so well in every test and
also handle the situation perfectly(Elliott and et.al., 2017).
4) Job Offer Letter:
LETTER OF APPOINTMENT
March 18,2019
Mr. Reo Nakamura
1,AsddaMesh Hideaki
Osaka [Japan]
Dear Reo,
Appointed As Marketing Manager
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We are happy to inform you that as per your previous interview process you have been selected
for the post of Marketing Manager and we are offering you this post from 1st April 2019 under
the following terms and condition ~
Salary 1,62,00 JPY pm
Probationary period 6 months probation period from the day of
joining.
Working Hours Mon – Fri : 10 a.m. – 6 p.m.
Lunch break: 1 p.m. - 2 p.m
Leave of absence 12 days leave including casual leave, paid
leave but excludes sick leave and national
holidays.
In case of other formulates please feel free to call us. We are glad to have you in our company.
Thank you
Takahashi Saito
[Marketing Head of TOYOTA company]
5) Explanation of complete process of recruitment :
The process which the company is following while choosing the appropriate candidates
for job vacancy is -
 By publishing advertisement for job vacancies relating to particular department in any
online sites or newspaper or publishing on company websites pages(Wilson and et.al.,
2018).
 Reviewing application of appropriate candidates applying for the job vacancies and
choosing the proper candidates and application for that post.
 Screening the application by taking an aptitude test of the candidates to check the
capabilities and skills of working in the company and also Handel the challenges.
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 Short-listing the candidates through their aptitude test and exam which they
adapted(Elliott and et.al., 2017).
 After shortlist, the candidates should be move forward for the second round of process
i.e. interview process in which the candidate have to face the senior position of the
company and they discuss the candidates point view and also explains the company
working structure and their environment.
 After completing all the rounds of job process, the right candidates is selected for the
appropriate post(Nadda, Rafiq and Tyagi, 2017).
6) Evaluate the process and rational conduct of appropriate HR practice.
The process which the HR adopted helps in identifying the background of the company
also their skills and knowledge in the working criteria. The process for recruitment help the
company to take decision in case if any crisis arises by the employee and also if they attempted
fraud in the company.
At the time of interview HR manger discuss about the company working and their
environmental and discuss all the issue and the company objective and if the employee ready to
work with the company than only the further terms and condition are explained this help the HR
management to take decisions smoothly(Elliott and et.al., 2017).
CONCLUSION
From the above study it can be concluded that HR management team takes the company
into new way. Their polices and management helps the employees and company both to work
together and achieve their target goals and also designs a new goal in the company structure.
Their process of recruitment and training to employees also gives a remarkable impression to
society to engage with the company and their internal matter. From these reports it is clear that a
good company comes up with good HR management team.
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REFERENCE
Books and Journals
Ahn, Y., and et.al., Google Inc, 2016. Autonomous vehicle exterior. U.S. Patent Application
29/529,601.
Ehnert, I., and et.al., 2016. Reporting on sustainability and HRM: A comparative study of
sustainability reporting practices by the world's largest companies. The International
Journal of Human Resource Management. 27(1). pp.88-108.
Elliott, D., and et.al., 2017. Understanding and improving recruitment to randomised controlled
trials: qualitative research approaches. European urology. 72(5). pp.789-798.
Enoki, M., and et.al., 2017. The association between work-related stress and autonomic
imbalance among call center employees in Japan. The Tohoku journal of experimental
medicine. 243(4). pp.321-328.
Evans, S., 2017. HRM and front line managers: the influence of role stress. The International
Journal of Human Resource Management. 28(22). pp.3128-3148.
Humburg, M. and Van der Velden, R., 2015. Skills and the graduate recruitment process:
Evidence from two discrete choice experiments. Economics of Education Review. 49.
pp.24-41.
Nadda, V., Rafiq, Z. and Tyagi, P., 2017. Effectiveness and Challenges of Recruitment process
outsourcing (RPO) in the Indian Hotel Sector. International Journal of Academic Research
in Business and Social Sciences. 7(2). pp.218-236.
Noe, R.A., and et.al., 2017. Human resource management: Gaining a competitive advantage.
New York, NY: McGraw-Hill Education.
Paauwe, J. and Boon, C., 2018. Strategic HRM: A critical review. In Human Resource
Management .(pp. 49-73). Routledge.
Patel, C., and et.al., 2017. HR outsourcing: The impact on HR's strategic role and remaining in-
house HR function. Journal of Business Research.
Vora, S., 2015. Learning, Leadership & Performance in the Changing Business Context. NHRD
Network Journal. 8(3). pp.31-36.
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Wilson, C., and et.al., 2018. Development of a framework to improve the process of recruitment
to randomised controlled trials (RCTs): the SEAR (Screened, Eligible, Approached,
Randomised) framework. Trials. 19(1). p.50.
Online
Flexible Firm Model- Atkinson.2018.[Online].Available
through<https://www.businessballs.com/organisational-culture/flexible-firm-model/>
Human Resource Management.2019.[Online].Available
through<https://searchhrsoftware.techtarget.com/definition/human-resource-management-
HRM>
TOYOTA.2018.[Online].Available
through<https://www.toyotabharat.com/toyota-in-india/history/>
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