Managing Workforce in UPS Company

This assignment delves into various management tasks performed by personnel at UPS, such as recruitment and selection. It highlights the democratic leadership style employed, which encourages worker involvement in decision-making. The importance of motivating employees to work efficiently is emphasized, leading to increased productivity and competitive advantages for UPS.

Working With And Leading
People

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
1.1 Documentation to select and recruit new member of staff...............................................1
1.2 Impact of legal, regulatory and ethical consideration to recruitment and selection process.2
1.3 Taking part in the selection process.................................................................................2
1.4 Own contribution to the selection process........................................................................3
TASK 2............................................................................................................................................3
2.1 Skills and attributes needed for leadership.......................................................................3
2.2 Explain difference between leadership and management................................................4
2.3 Compare leadership style for different situation..............................................................4
2.4 Ways to motivate staff to achieve objectives...................................................................5
TASK 3............................................................................................................................................7
3.1 Benefits of team working.................................................................................................7
3.2 Importance of working in team as a leader and deal with any conflict situation.............7
3.3 Review effectiveness of team in achieving goals.............................................................7
TASK 4............................................................................................................................................8
4.1 Factors involved in planning the monitoring and assessment of work performance.......8
4.2 Planning and delivering the assessment of development needs of individuals................9
4.3 Evaluating success of assessment process........................................................................9
CONCLUSION..............................................................................................................................10
REFERENCES..............................................................................................................................11

INTRODUCTION
In every sort of associations, it is required from staff members that they complete their
task in certain time duration with appropriateness. To get competed all task with efficiency, it is
duty of leaders that they inspire their followers for gaining all goals (Roberts and et. al., 2017).
Retention of employees in corporation can be enhanced by make them involve in planning
process by inviting suggestions from them and a democratic chieftain does this. This report is
based on United Parcel Services, which is a prominent courier firm that operates its business
operations in UK and leaders in this company are assertive spearheads that pay focus on
employee satisfaction.
TASK 1
1.1 Documentation to select and recruit new member of staff
Employer conduct recruitment process to attract candidates to apply; thereby selecting
applicant which suits for job. So, enterprise require to provide certain documents before
executing recruitment process (Goleman, 2017).
As in UPS, sales and distribution department has posts which are vacant; so this is
document which company has formed is stated below:
JOB DESCRIPTION
Title of Job: Sales and distribution department manager
Reporting to: Human resource manager
Duties:  To implement distribution activities and keep record
of it.
 Conduct training sessions to enhance skills of
employees and make them perform effectively.
Job Specification
Qualifications:  Graduate
 Post graduate in sales and marketing
Abilities:  Leadership skills
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 Training abilities
Experience: At least, one year experience in the same field
Method for recruitment: Company can use social sites, print media, internet, website to
advertise information about vacant post.
Human resource manager conduct interview to select appropriate candidate by asking
these questions:
Interview Questions
Q1. How sales and marketing are different?
Q2. What tools can be used to train staff members?
Q3. Why we select you?
1.2 Impact of legal, regulatory and ethical consideration to recruitment and selection process
In firm, employer require to consider all laws while conducting recruitment and selection
procedure. As Equality act, 2010; which specifies that staff members are not to be distinguished
on basis of race, gender, age and so on. Superior require to distribute duties in according to
employee’s skills and knowledge (Rees and French, 2016). Thereby provide adequate benefits to
worker in respect to their performance. For this, human resource manager frame policies to
safeguard member’s rights. As if firm system don't follow rules and regulations, then this
influence market image of business.
By implementing various kind of policies to protect system from distinctive practices
such as favouritism, bad behaviour, unethical work and beach of rules. Henceforth, in UPS
various laws are implemented to safeguard employees from differentiation activities.
1.3 Taking part in the selection process
Human Resource manager require to undertake various activities to examine candidates
and to select person which suits for job are:
Checking references and background: Applicant require to define some references such
as firm name, contact and relationship with candidate. Thereby, manager carry tasks to cross
check details which are provided by person (Venables, 2017).
Medical examination: In firm superior conduct medical test to assess applicant’s health.
As in United parcel service, manager to choose candidate which are fit for job.
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Contract of employment: This is last activity in which candidate is informed all terms
and conditions. Thereby taking their signs to take approval that they will follow rules. This
include; job title, roles and responsibilities, working hours, compensation and other incentives,
leaves and probation time.
1.4 Own contribution to the selection process
In selection process, as I was an interviewer analyses applicant strengths and capabilities.
Besides this, all essential documents are maintained by me to choose appropriate candidate
which is fit for posts. As I have given advertisement through firm websites, internet and social
media about positions which are vacant. This help me to attract people by informing them about
job designation. Thereby, conducting recruitment and selection process to add new members in
firm. For this, I have taken face to face interview to enquire about skills and knowledge of
candidates. By asking various questions to analyse their communication skills, so that I am able
to select applicant which suites for job. Along with this medical examination was also done to
evaluate fitness of people. Thereafter, selecting best applicant and making necessary documents
signed by them.
TASK 2
2.1 Skills and attributes needed for leadership
A leader require to posses adequate features through which they are able to direct and
motivate staff members (Peterson, 2016). As in UPS, manager have skills and attributes, which
make them headman of firm. These are various traits which they consists are stated beneath: Problem solving: Leader require to have health relationship with employees, so that they
are able to anticipate their issues. Thereby providing them appropriate solution through
which workers performance is not affected. Communication skills: Leader should provide adequate information about duties and
tasks which staff members are required to accomplish. Team building: Leader require to coordinate efforts of group members. They require to
make employees function with each other by resolving conflicts timely. Interpersonal skills: Leader should keep workers dedicated and construct connection
between staff members (Goetsch and Davis, 2014).
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 Balance between work: Leader of UPS, distribute duties in according to subordinates
abilities; so that they complete tasks effectively.
2.2 Explain difference between leadership and management
Leader and manager are not same, as both carry different activities in according to
requirements of organisation (Czabanowska and et. al., 2014). These are as follows:
Leadership Management
Leader make subordinates work to attain
targets specified by superior.
Manager frame strategies so that employees
carry out tasks properly.
Leadership is proactive approach, as in this
followers are given adequate knowledge about
tasks which they require to do.
Management is reactive approach, in which
employees are given proper working
environment to make them perform activities
effectively.
Leader motivate and keep workers dedicated
towards their duties.
Manager instruct and direct staff members, so
that they carry out activities properly.
In leadership, subordinates skills are enhanced
to provide them opportunity to grow in career.
In management, they require that employees
complete tasks within specified time frame.
2.3 Compare leadership style for different situation
These are various leadership style which superior require to select in according to
conditions prevailing in organisation are as follows (Isbister, 2017):
Leadership style Description Situation
Democratic This specifies that leader
involve staff members in
decision making process.
Superior uses this style to
make appropriate judgement
by taking opinion from
subordinates.
Commanding As per this, manager instruct
employees about tasks which
This is used by superior when
they require to make quick
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they require to accomplish. decisions; so workers are not
included.
Visionary Leader take help from
subordinates to attain firm
objectives.
Superior uses this style to
make adequate alterations in
system.
Associative Leaders keep connection
with employees and provide
them sufficient information
about duties.
This help superior to increase
morale of workers so that
they complete activities
timely.
Pacesetting By providing benchmark to
subordinates which they need
to take care while
performing.
This help employees to gain
appropriate results for firm.
In USP, autocratic leadership style is used by superior to make employees function and
accomplish targets timely (O'Sullivan, Moneypenny and McKimm, 2015).
2.4 Ways to motivate staff to achieve objectives
In UPS, manager uses these theories to increase morale of subordinates so that they
function effectively; are stated beneath:
Maslow's hierarchy needs- These are five stages are as follows: Physiological needs: It includes food, water and shelter which are essential requirement
of employees. Safety needs: This specifies that if workers get secure work environment, then they will
retain in firm for longer period. Belongingness and love needs: It is essential that management interact and treat
subordinates equally; so that they feel connected and complete duties timely (Cook,
2016). Esteem needs: Superior require to provide additional benefits to workers to keep them
motivated.
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 Self actualization needs: At last members want self satisfaction in duties which are
assigned to them.
Hertzberg's two factor: Manager require to provide various motivational and hygiene
factors that administration require to provide to members; to make them function properly.
Elements lead satisfaction Elements lead dissatisfaction
 Incentives
 Growth
 Achievement
 Firm policies
 Working conditions
 Connection with supervisors and
employees
These are tools used to motivate workers: Training: Employer conduct session to enhance skills and knowledge of subordinates
and make them perform activities effectively (Roberts and et. al., 2017). Rewards: Superior require to provide appropriate benefits to workers to keep them
dedicated.
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Illustration 1: Maslow's need of hierarchy
(Source: Burton, 2012)

 Open working environment: Superior should provide adequate system to members to
make them work properly.
TASK 3
3.1 Benefits of team working
When individuals do their task in group then they cover all targets in limited period of time along
with efficiency. Below are some pros that are associated with group working:
 Enhancement Productivity: Persons in organisation use their talents and virtue to
accomplish goals. If more than one personnel work in a group than they combines two
skills together. Consequently, it enhances corporation's productivity.
 Communication: When one or more people work in a team then they can establish
contact easily with each other.
 Learning: While working in a group individuals learns many things from their co-
workers.
 Increased Working Speed: When a person initiates to work in a group then he can
improvise working speed by competing other employee (Goleman, 2017).
 Enhance Quality: By increasing working speed ultimately quality will get enhanced.
3.2 Importance of working in team as a leader and deal with any conflict situation
Leaders are those who directs their followers in order to complete their task with
maximum efficiency. Helps in Inspiring and Providing Guidance: Managers have to motivate their employee
to work efficient and hard as it is necessary for serving quality items and facilities to
customers. Helpful in Creating Confidence and Boost Morale of workers: Seldom individuals ate not
aware with their skills and talents so it is required from manpower head that they make
aware them by allotting them task as per their talents and virtue (Rees and French, 2016).
 Improves Service Quality: When employees work with high motivation then they
compete their action in shortest time span with full efficiency.
 Leader improves job satisfaction among workers.
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3.3 Review effectiveness of team in achieving goals
There are some points which will be include in this sections and these are described as
beneath:
Job knowledge & Presence of Mind:
Integrity & honesty: When leader follows work ethics and legislations then he sets examples in
front of his followers and them employees also start working by accepting all rules and
regulations.
Effective Communication Skills: It is required from spearhead that he could maintain clear
conversations among manpower so that aspects related work could be discussed and all flaws
will be removed with this action (Venables, 2017).
Socially Active: Leader must be involved with every employee.
Active Listener & Speaker:
Good Decision Maker: Chieftain must be an efficient judgement maker to formulate and
execute strategies.
Initiative Taker: In order to set example in front of followers, spearhead must take initiatives
for completing challenging task.
TASK 4
4.1 Factors involved in planning the monitoring and assessment of work performance
Human resource manager is supposed to evaluate functionality of his/her subordinates on
regular basis. There are some basis and according to that performance of workers need to get
measured. Resource Utilization: Resources and their utilization by workforce.
 Employee Relation: To enhance relationship between employee and employer, manager
can use many available approaches (Peterson, 2016).
For Monitoring: Feedbacks: Manager can invite feedbacks from their junior executives. Awards & Rewards: Staff Member should be awarded by some rewards and appraisals
from their seniors.
 Regularity of performance assessment: It is essential for manpower head that he/she
should monitor performance of employees on regular basis.
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So, above things can be summarised that all stated elements need to be taken into consideration
at the time of planning process along with evaluating functionality.
4.2 Planning and delivering the assessment of development needs of individuals
In every company, it is a fundamental task of each HR manager that they assess the need
of skill enhancement among employees. Consequently, superiors and manpower get to know the
strengths and weaknesses of required program (Goetsch and Davis, 2014).
Therefore, here are some stages that are taken into account while examining the necessities of
workers:
 Strengths and weaknesses of junior executives must be analysed by manager.
 Recognise all targets that is to be achieved by staff in shortest time span.
 Align all task to workforce as per their qualities and sills.
 Develop a document which should be able in differentiating between current and
potential talents.
 After assessment of present performance, training session should be conducted for
employees and right after this, functionality of manpower need to be evaluated to check
effectiveness of skill enhancement program.
 Performance assessment can be done through meetings and feedbacks.
4.3 Evaluating success of assessment process Manpower manager must evaluate current performance with after training working
pattern as it is necessary for measuring effectiveness of skill session (Czabanowska and
et. al., 2014). Therefore, there are multiple techniques that are useful in assessing the
success of training program:
Feedback and Disciplinary: Measurement of deviation is a complex task for seniors.
When all reports are sent to management for making right decisions then personnel of
management team has to build a feedback report.
 There are some causes by which work could not be done as per standards.
 Poor functionality of staff members reduces the customer satisfaction. If any loophole is left by employee then manager of UPS has to take strong actions.
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Appraisal and Promotions: When an employee is served with extra benefits whether
award or reward, then it is called as appraisal (Isbister, 2017). On the other hand, if a worker is
uplifted to higher designation in UPS Company, then it is called as promotion.
CONCLUSION
Above assignment can be summarised that there are some task like recruitment and
selection which a manager need to perform. Management personnels are using democratic style
of leadership as this pattern enhances involvement of workers into decision making process.
Seniors have to inspire workforce to work hard along with efficiency. Consequently it increases
performance of employees. As resultant, all task and operational activities get to be done in
limited time frame and in future this action will generate higher competitive advantages.
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REFERENCES
Books & Journals
Cook, P. J., 2016. Leading innovation, creativity and enterprise. Industrial and Commercial
Training. 48(6). pp.294-299.
Czabanowska, K. and et. al., 2014. Public health in the 21st century: working differently means
leading and learning differently. European journal of public health. 24(6). pp.1047-
1052.
Goetsch, D. L. and Davis, S. B., 2014. Quality management for organizational excellence. Upper
Saddle River, NJ: pearson.
Goleman, D., 2017. Leadership That Gets Results (Harvard Business Review Classics). Harvard
Business Press.
Isbister, K., 2017. Games and play leading the way to better shared experience. Interactions.
24(6). pp.20-21.
O'Sullivan, H., Moneypenny, M. J. and McKimm, J., 2015. Leading and working in
teams. British Journal of Hospital Medicine. 76(5). pp.264-269.
Peterson, R. S., 2016. Four steps to leading diverse teams effectively. London Business School
Review. 27(3). pp.40-43.
Rees, G. and French, R. eds., 2016. Leading, managing and developing people. Kogan Page
Publishers.
Roberts, N. J. and et. al., 2017. Reflections on integrated care from those working in and leading
integrated respiratory teams. London Journal of Primary Care, pp.1-7.
Venables, D. R., 2017. Facilitating Teacher Teams and Authentic PLCs: The Human Side of
Leading People, Protocols, and Practices. ASCD.
Online:
Burton, N., 2012. Maslow's hierarchy need. [Online]. Available through:
<https://www.psychologytoday.com/blog/hide-and-seek/201205/our-hierarchy-needs>.
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