This report examines the role of leadership and management in United Parcel Services (UPS), focusing on recruitment, selection, leadership styles, teamwork, and performance assessment. It analyzes the impact of regulations and ethical considerations on the hiring process and explores various motivational strategies for employees.
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WORKING WITH AND LEADING PEOPLE
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Table of Contents TASK1.............................................................................................................................................3 1.1 Documentation required for recruiting and selecting new employee..................................3 1.2 Impact of regulatory, legal and ethical consideration to recruitment and selection process.6 1.3 Part in Selection Process.......................................................................................................6 1.4 Own Contribution in Selection Process...............................................................................7 TASK 2............................................................................................................................................8 2.1 Skills and Attributes needed for leadership..........................................................................8 2.2 Difference between leadership and management..................................................................8 2.3 Compare leadership style for different situation...................................................................9 2.4 States ways to motivate staff to achieve objective...............................................................9 3.1 Benefits of team working....................................................................................................10 3.2 Demonstrate working in a team as leader and member......................................................11 3.3 Review the effectiveness of team........................................................................................11 TASK 4..........................................................................................................................................12 4.1 Factors involved in planning the assessment and monitoring of work performance..........12 4.2 Assessment of development needs of individual................................................................12 4.3 Assess the success of assessment process..........................................................................13 CONCLUSION............................................................................................................................14 REFERENCES..............................................................................................................................15
INTRODUCTION Human resource management forms integral part of any firm conducting its operations in today's dynamic environment. It is because it constitutes and undertake all important functions starting from recruitment and selection, to employees compensation, to formulating policies and procedures keeping its people both consumers as well employees in focus and as per government rules and legislations (Adamou and Adamou, 2017). Thus, to successfully and effectively conducting all these activities HRM requires to have a proficient and dedicated team who can help in attainment of per determined company's objectives andcan give maximum return with higher profits. Thus mangers and leaderscollectively plays a significant part in the growth and success of a firm by encouraging and motivating people to give best of their efforts. This assignment will discuss about United Parcel Services which is UK's leading parcel services company which put immense focus and efforts for enhancing its overall management and performance (An,2016). The report will discuss difference between manager and leader along with explaining hiring process, various motivational theories, skills and leadership traits required, importance and advantage of team work along with evaluating the assessment process. TASK1 1.1 Documentation required for recruiting and selecting new employee For every organization to be figurehead and have and edge over its rivals requires a team of skilled and professional employees having innovative ideas and dedication towards their work commitment so that firm can yieldhigher profits. Therefore it becomes critically important for a firm to pay special attention during its hiring process to ensure that its has best and most suitable employees at right job profile (Boone, 2015). For recruitment a company requires some essential documents that helps it to avoid unlawful discrimination and provide a base for advertisement which support a firm to interview various candidates and select most suitable one . United Parcel Services is currently facing major challenges in its hiring process due to company suffered proper checks and balances leading to higher employee turnover and reduction
in customers retention. Thus, United Parcel Services is inrequirement to hire competitive and skilled staff to carrying out its regular business functions. But prior to appointing any employee the company is in urgency tofirst and foremost hire a skilled HR Manger for conducting all responsibilities in a systematic manner for which United Parcel Services have to prepare following documentation related with recruitment and selection process of new staff members. Approval of Recruitment:Prior toinitiatingrecruitment and selection process the concerned department sends draft regarding vacant job position along with job description and documentsfor specifying the skills and knowledge that are requisite for job profile to higher authorities (CALIN, 2016).After the approval for top management, draft is transferred to HR department who then initiates hiring process. Position Description:This documentation defines post's position in United Parcel Services for which recruitment has to be done. It includes a brief description ofactivities and tasks to be undertaken along with roles and responsibilitiesrelated to thatparticular job position. This document is also need to be approved by the higher authorities. Advertising:It is the most significantyet critical task of hiring process. It involves selecting best and most effective advertising media such as print, electronic, digitaletc.It also involves vacancy announcement, proficiency required, terms and conditions, salary structure etc. (Cenderello and et. al., 2015.). Job Description: This document defines job vacancy in the particular organisation. It is a written statement that depicts the roles and responsibilities of job holder. JOB DESCRIPTION Job Title:HR Administrator Department:Human Resource Administrative Date:29April, 2018 Age Range:28 to 40 yea Reporting to:Senior Authorities Salary:40,000- 45,000 (negotiable) Job Purpose:Human Resource Administrator job support to HR Department for hiring procedure, preparing payroll and Maintaining HRMIS, conducting orientation programme of new joiners, employee welfare programmes.
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Roles and Duties Write up professional job advertisements clearly explaining role and duties of vacant position New job profiles have to be assessed under Higher Education Role Analysis prior recruitment. Record and maintain information related to employee’s transfers, promotion, exemption and resignation along with performance of payroll audits . To verify employees attendance, hours worked, adjustment related to salary and post it into HRP records. Calculation of employees pay, issue pay checks and statements of earning and deductions and maintaining records PERSON SPECIFICATION Name:XYZ Contact Number:43383656 E-mail: xyz@gmail.com Physical Attributes: Good Health Age : 25 to 35 Attainment: High standard of education Degree in Human Resource Intelligence: Basic knowledge of IT application & system Experience in systematically maintaining records Aptitude: Excellent communication and team-management skills Analytical abilities Comfortable working in flexible shifts
1.2 Impact of regulatory, legal and ethical consideration to recruitment and selection process HR Manager of UPS must be well versed with legislations and policies that are incorporated by government regarding recruitment and selection procedure. Information related to various laws like Minimum wage act, Equity Act etc. supports a firm in reducing the risk factor, in posting for job vacancy increasing employees, providing job satisfaction etc. Thus, it is mandatory for a firm to abide by these regulatory measure which make hiring process neutral providing every candidate to get equal opportunity for employment (Edge, 2016). Mentioned below is description of how these laws affect hiring process of United Parcel Services : Impact of sex discriminatory act: This act prohibits the employer to discriminate any candidate on the basis of gender. It propagates that a prospective individual should be judged according to his/her qualification and capabilities possessed rather than hiring on basis of whether candidate is male or female. Impact of equality regulation: The Equity Act, 2010 provided every eligible person as per job specification to apply for vacancy irrespective of gender, age, race, caste or background (Hartley-Bangs, 2016). It is the duty and responsibility of HR Manger United Parcel Services not to be biased and give privilege to any specific person on basis of any above mentioned attributes. Impact of Employee Right: According this act a employee who is not having legal work permitof UK is not considered eligible to work. Therefore United Parcel Services before selecting any candidate is abide to check his/her work permit besides doing a background check for any criminal record. 1.3 Part in Selection Process Selection process includes below mentioned tasks:- . Selecting a recruitment and selection board:For selecting most appropriate employee the HR department needs to first of all select an appropriate panel of selectors for choosing right candidate. Thisboard is selected by HR Director of UPS which is responsible for deciding qualification criteria or skills on the basis a candidate is to be judges. Further the panel conducts interview of candidates that are been selected by HR department among the pool of applicants (Herring and Elton, 2016). Short-listing:Here the role of board member is to short-list the candidate whom they think are most suitable or qualified as per the requirement of company. The short-listing
process is done through different methods such as written exam, MCQ exam, IQ test, physical test etc. Once all the applicant go through these test, panel member select those who scored goods marks in these tests(Lev, 2013).After short-listing candidate, board member will take the interview of them which will arrange bythe HR department and then lastly theyselectthe most talented and suitable candidate for the given job vacancy. Short-listing:In this step panel short list the most appropriate candidate as per set qualification criteria from among different applications that are received. For this board apply various methods such as written exam, aptitude test, MCQ test, physical test etc. The selected candidates scoring high in tests are then selected for interview rounds. Interview:The short listed candidates are then call or message for face to face interview with board members for final selection (Hoover and O’Neil, 2015). In interview round a candidate is judged and analysed for skills and capabilities they possess and are inquired about their qualification, experience, background details etc.to see their suitability with job profile. Appointment:Appointment forms the last stage of selection process in which best and most suitable candidate is selected and offered job by HR department. 1.4 Own Contribution in Selection Process Been HR manager of UPS, I have given best efforts and has actively participate in recruitment and selection process. I have contributed by making the draft for job opening and approving it from higher authority. As soon as it gets approved by higher authority, I put up an advertisement for job vacancy in various media including print , social, electronic and digital media. Once the advertisement is put up, a lot of candidates are expected to be applying for job. My role at this part will be to prepare a checklist of all job applicants and to short list the most suitable ones on the basis of qualifications and experience mentioned on their CV and resumes (Kızıl, 2017). Besides these roles I also participated in designing appropriate job offer for selected individuals and in conducting various test which are requisite for an effectiveshort- listing process.
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TASK 2 2.1 Skills and Attributes needed for leadership 1.Good communication Skills-A leader to be effective in influencing it subordinates to work in a prescribed way need to have an excellent communication and interpersonal skills. These skills are essential for leader as they helps him to convey its team about the goals and objectives and their role and responsibilities in achieving those so that there is no scope of any confusion among the members. 2.Confidence: A leader is an idol for the team, one who is looked upon at the time of crisis. A leader needs to be confident enough to motivate and strengthen its members even when company is going through hard times because the success and failure of whole team depends on the shoulder of a leader (Mitchell, 2016). He should be positive about decisions he is taking and should keep its workforce steady full of high spirits. 3.Commitment:A leader to influence its workforce for working hard and perform well has to first set an example by been dedicated towards his work. If a leader is hard working,punctual and committed employees too get inspired and motivated to be dedicated towards work assigned to them and give results. 2.2 Difference between leadership and management ManagementLeadership Managers role is to communicate the policies and procedures formulated by top management to leaders. Leaderisresponsibleforenforcingthose policies and procedures by applying various strategiesandmotivationaltheoriesto encourage its people to follow them. Management emphasis on controlling business and its various operations . Leader on other hand emphasis on building mutual trust and confidence with its workforce to inspire them to work . Managersplanoutvariousactivitiesand functions concerning the firm Leader's task is to encourage its subordinates to increase their performance level by working
with best of their abilities to complete their assigned task. 2.3 Compare leadership style for different situation There are various leadership style that could be adopted by a leader by analysing pros and cons of each one and applying the most appropriate style depending upon theenvironment and situation business is dealing with. Mentioned below are some leadership style: Autocratic:An autocratic leader is the one whotakes all the decision himself without involving or taking inputs from its team members (Mohelska and Sokolova, 2015). The employees are to follow the instruction blindly without challenging it or asking questions related to it. Laissez-Fair:In this leadership style, leader delegates the whole responsibility of completing the task and just supervise the team and ask for regular feedback. This style is generally adopted when the team members are highly skilled , experts of their fields who requires very less guidance. Participative:In this style of leadership, leader involves its workforce in the process of decision making. The members are encouragedto give their inputs, ideas and feedbacks. This help management to motive its employee to be confident and feel associated with company (NORMAND and et. al., 2016). Comparison:Among From various leadership styles mentioned above the most suitable and appropriate style that iscompatible with almost every organization is democratic style or participative style of leadership.It is because autocracy is not acceptable and approved by everyone. It also makes the scope of business and its growth limited as decisions are taken solely by one person who cannot be perfect in every field. MoreoverLaissez-Fair style of leadership is only suitable in scenario where the organization is well quipped with high skilled and proficient employees which cant be the case in every organization. Therefore, itconcludesthat participative style is best and most appropriate leadership style that suits and can be used by every organisation yielding higher results. That's the reason why UPS adopts and implement this leadership style (Peterson, 2016).
2.4 States ways to motivate staff to achieve objective Good Salary and Reward:An organization to maintain good employer-employee relationship and to motivate its employees need to recognize their efforts for providing their services to company by providing them with good salary as per their job profile and by rewarding them.For example: UPS provides various monetary or non-monetary reward to their employees in accordance to their performance. Involving employee in decision-making:Although in UPS the major decision are taken by higher authorities however in decisions that are taken at middle and lower level employees are involved by mangers to give their inputs so that they feel motivated, valued andassociated with company. Offer training and development:In this era where of dynamic environment employees serves as a source of biggest competency over its rivals (Thompson, 2016). Thus, its is critical for USP firm to provide necessary training to its employees to induce knowledge and skills that are required for them to complete their current as well future job requirements. TASK 3 3.1 Benefits of team working The greatest advantage of team work is that it helps a firms like UPS to attain its specified targets in most efficient and effective manner within specific time limits which increase the chances of getting maximum returns. In addition to its it helps in developing mutual trust and respect among its employees (Vartiainen, 2015). Mentioned below are some advantages of team working: 1.High Efficiency:When employees having different skills and knowledge work together as one teamchances of achieving task with efficiency and minimum errors increases, Thus it add on to the generating qualitative output increasing firms efficiency and profitability. 2.Faster Speed:As proficient people works together chances of completing a task within specific time frame increases leading to reducing efforts and time taken to finish each activity (Adamou and Adamou2017). 3.Innovative Idea:When people work in a team it brings best of them leading to generation of new and innovative ideas which makes it easy to accomplish objectives.
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4.Mutual Support:Team work encourages and lead to development of rapport, mutual respect and coordination for each otherleading to promoting a positive working atmosphere where people avoid each other flaws and conflicts. 3.2 Demonstrate working in a team as leader and member Leaders andco member are complementing part for each other as they together are accountable for attainingbusiness goals within specific time frame. Leaders are the guiding force who motivates an employee to give their maximum efforts for completing task with best of their abilities. Leaders of UPS mainly emphasis on enhancing productivity and performance of its workforce. By involving them in decision making process USP make its staff confident enough to take higher responsibilities and face big challenges in near future. USP adopts Tuckman's model for development of its employees. Tuckman's Model:This model all the essential steps requisite for a team members to grow, tackle their problems, plan out their strategies, and deliver the desired outcome in most efficient and formative manner. Mentioned below are stages involved in this model: Forming:This stage involves making team aware about available challengesand opportunities and their respective role and responsibilities in dealing with them (An, 2016). A leader plays an important part in this step as he assign the tasks on the basis of skills, knowledge and capabilities that individual possess. Storming:It involves state of confusion leading to emergence of conflicts asevery member has its own style of doing a task . Also as people belongs to different backgrounds works together the task becomes time consuming and tedious. Norming:With span of time and as they starts working together employees gradually starts solving issues between them without taking complaining it to higher authorities and begin socializing with each other. Performing:This step involves achievement of desired goals without any obstacles in between resulting in higher level of motivation among them. 3.3 Review the effectiveness of team In this era of immense competition, the team of UPS is very competitive and proficient. Although employees are having capabilities requisite to perform their tasks they still required to diversify their skills and knowledge to work in dynamic environment (Boone, 2015). Leader of UPS are hard working and enthusiastic portraying an image of role models to be followed by
members. They help in creating a comfortable working environment where employees work in mutual coordination and co-operation helping each other in performingtask with minimum issues or conflicts arising between them. At the end of every week, a meeting is conducted in which both managers and leaders evaluate work performance of their team member. Good work and efforts are appreciated by management and people are encouraged to continue given best of their efforts. TASK 4 4.1 Factors involved in planning the assessment and monitoring of work performance There are various strategies used by UPS to improve overall efficiency and productivity of their employee by providing them with appropriate training (CALIN, 2016). Mentioned below is framework used by UPS for assessment and monitoring its work performance: 1.Setting up process and methods:It is of vital importance for every firm to set up its own process that assists in attaining its goals in cost effective manner. Manager of UPS gathers all essential information which assists them to formulate future strategies. 2.Feedback from customer:USP pay special attention on anyfeedback or suggestion that is provided by its customers to improve its services so as to gain customer satisfaction . 3.Report:USP on daily or weekly basis collects market report and analysed for finding out its areas of lacking or improvement (Cenderello and et. al., 2015). 4.Performance Appraisal:It involves measuring employee performance by comparing actual with desired performance on basis of set standards and then suggesting corrective actions to enhance productivity. 4.2 Assessment of development needs of individual It is high priorityfor every firm to pay attention assessing theneeds of its workforce which helps in depicting and ascertaining behaviour of person towards its other co-workers and in achieving in business objective. HR Manager of UPS has been proactive in assessing its employees needs and has developed a plan which emphasize on identifying the contribution of each employee in firm (Edge,2016). Mentioned below aresteps that are undertaken by UPS manager for examining efforts made by individual in accomplishing firm's goal : Doing job analysis and job description of team members. Observing work performance of each employee.
Generating, analysing and recoding data related to need assessment of each employees Identifying plan of action that could be undertaken. Proper trainingprogramme should be implemented by employees before introducing new technology. 4.3 Assess the success of assessment process UPS needs to provide adequate training programme for making its worker proficient to achieve its objectives in systematic manner. When UPS recruit new employee, the task of HR Manager is to proper conduct an orientation program for making that employee familiar wit h its co workers, policies, procedures, rules and regulations of company (Hartley-Bangs2016). They also give special emphasis on performance of its employees by assessing their work efficiency post and prior training so as to make it easy for managers to measure the effectiveness of training programmethatisimplemented.Afterperformanceassessment,UPSmanagerprovides necessary feedback to its employees pointing outtheir areas of lacking and ways to eliminate those weakness.
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CONCLUSION The project undertaken concludes thatleaders plays crucial role in providingdirection and guidance to its employees which helps in accomplishing their goals in an effective manner. Different types of leadership style are there out of which it is the capability of leader to identify needs and aspiration of its workforce and then adopt the most appropriate style. Also training is requisite for employees to improves their overall productivity and efficiency.
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