Employability Skills Report: HR Coordinator Role and Time Management

This report examines the employability skills essential for an HR coordinator, using the Audi Company as a case study. It begins by outlining the coordinator's responsibilities and performance objectives, including recruitment, employee relations, and compensation. The report evaluates the effectiveness of the HR coordinator, offering recommendations for improvement in areas such as time management and conflict resolution. It then emphasizes the importance of motivation techniques to enhance employee work performance, providing examples of monetary and non-monetary incentives. Furthermore, the report delves into time management strategies, such as prioritization and delegation. It also explores team roles based on Belbin's model and team dynamics, offering alternative approaches to achieve team goals and addressing work-based problem-solving methods, including communication strategies. Finally, the report evaluates problem-solving tools and strategies.

EMPLOYABILITY
SKILLS
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TABLE OF CONTENTS
Introduction..........................................................................................................................................4
Task 1....................................................................................................................................................4
Set of own responsibilities and performance objectives..................................................................4
Evaluation of own effectiveness as a Human Resource Coordinator..............................................5
Recommendations for the improvement..........................................................................................5
Importance of motivation techniques for improving work performance.........................................6
Task 2....................................................................................................................................................6
Five time management strategies.....................................................................................................6
Task 3....................................................................................................................................................8
Roles of the team.............................................................................................................................8
Team dynamics................................................................................................................................9
Two alternative ways for achieving team goals.............................................................................10
Solutions to work based problem...................................................................................................10
Appropriate method for communication........................................................................................10
Task 4..................................................................................................................................................11
Evaluating the tools of problem solving........................................................................................11
Appropriate strategy for problem solving......................................................................................12
Evaluation of the potential impact.................................................................................................12
Conclusion..........................................................................................................................................13
References..........................................................................................................................................14
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Illustration Index
Illustration 1: Belbin's Team Roles.......................................................................................................8
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INTRODUCTION
Employability skills are also termed as soft skills or non-technical skills such as self-
management skills, communication, coordination, decision making. These skills are highly required
in today's competitive and globalized world to bring efficiency in the working (Jackling and Natoli,
2015). Non-technical skills are needed to handle technical work in an effective manner. This project
report is focused on training and development programme of the Audi Company. In this report it has
been discussed that the individual should analyse their own set of skills and responsibilities and
develop interpersonal skills. Further, it focuses on understanding the dynamics of working with
others and developing strategies for problem solving (How to Prove or Improve your Skills, 2015).
TASK 1
Set of own responsibilities and performance objectives
As a human resource coordinator, there are several responsibilities and objectives which are
to be performed by me. It is the responsibility of human resource coordinator to facilitate every
basic function of the human resource department. Some of the responsibilities which are to be
carried out are discussed as follows:
1. Participation in recruitment process: It is responsibility of HR coordinator to carry out job
analysis and find out if any requirement for HR in Audi. If there is a need, then recruitment
process is carried out where coordinator organizes the process and actively coordinates all
the activities of recruitment and selection. HR coordinator should set objective that
recruitment process should be done within 4 weeks so that time can be get managed (Rao,
2014).
2. Employee Relations: HR coordinator is responsible for making and maintaining good
relations with employees of Audi by timely motivating them, providing good incentives to
them, facilitating good and healthy working conditions to them. Further, regularly taking
feedback from employees and performing actions according to their valuable feedbacks.
Objectives to be performed in this case is that every quarter the performance appraisal
should be done and if there are some ineffective employees or labour then training should be
provided to them.
3. Compensation and labour negotiation: Coordinator has to be responsible for the
compensation and labour relations in the company. If any labour of the Audi is not satisfied
then the coordinator at his level has to negotiate with them and try to settle the matter and
report it to the HR manager. Proper compensation can be provided by taking the consent of
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the employees and labours. Objective of the HR coordinator is to handle those conflicts
which are of little value. In case of big conflict it should be sent directly to HR manager.
Evaluation of own effectiveness as a Human Resource Coordinator
After setting the objectives of HR coordinator, their effectiveness can be tested or evaluated
by practising those activities and fulfilling those responsibilities. At the time of job evaluation and
recruitment process HR coordinator can check their effectiveness by performing these activities
within a given time limit. Through this, time management skills can be developed (Andrews and
Russell, 2012). At the time of performance appraisal and training as well as development, the
coordinator can evaluate their skills effectiveness by leading the training program and other
negotiation program. It can also apply their conflict handling skills and solving the problem of
labours and employees. If it easily solves the problem then the HR coordinator is highly effective.
By practising such activities HR coordinator get the opportunity to develop new skills and can bring
improvement in their current skills.
Recommendations for the improvement
The evaluation of the effectiveness was done in the former question and through this it was
found that HR coordinator is effective in performing those activities. At the time of performing the
activity of recruiting and selecting and job analysis, time limit of 4 weeks were given. But
coordinator was unable to perform within 4 weeks and he took 6 weeks instead. To bring
improvement, HR coordinator should do job analysis in a regular interval so that time management
can be learnt by him. While maintaining employee relations HR coordinator has performed their
activity up to the mark. He has provided training and development to those employees who are less
efficient. It can be recommended that coordinator should make regular practice to bring
specialization in the field of training and development (Rao, 2015).
HR Coordinator has to perform activity of compensation and labour negotiation in order to
satisfy employees and labours of Audi. If the employees or labour have any issues then they have to
report it to the coordinator. Once the issue among labour aroused then t coordinator try resolve but
he proved be ineffective in handling conflict. So it is being recommended that coordinator should
attend the training session for developing skills of conflict handling. These skills will be required in
the company.
Importance of motivation techniques for improving work performance
It is the challenging task for the HR department to motivate employees to work for the
organisation to achieve its goals and other challenging task is to motivate employees for achieving
their personal goals. It is usual that working continuously makes work monotonous and
uninteresting for the employees of the Audi Company. The responsibilities of HR manager and
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coordinator of Audi is to apply various motivational techniques to bring back the interest of
employees towards work. Coordinator can apply monetary as well as non-monetary techniques for
motivating employees. Some of the techniques are enumerated as follows:
 Incentives: The coordinator should provide extra incentives other than basic salary to those
employees who work efficiently so that their morale can be boosted and they will work
more interestingly towards goal achievement.
 Achievements recognition: HR coordinator can provide recognizaton to employees by
declaring employee of the month. This will help in motivating employees for doing work in
a more effective manner (Parente, Stephan and Brown, 2012).
 Create positive work environment: By creating positive working environment HR of the
company can be motivated towards achieving organizational and individual goals. Positive
environment can be created by encouraging team works, involving HR in decision making,
providing healthy working condition. Providing recreational activities to the HR can create
positive environment can be created.
By applying these techniques HR of the company can be motivated.
TASK 2
Five time management strategies
Time management is the process of planning the control over amount of time which is spent
on specific activities to increase effectiveness and efficiency. It is basically the managing the time
in accordance with activities to be performed (Azim and et.al., 2010). Time management is very
essential in the company like Audi where multiple tasks have to be performed by employees and the
HR manager as well as HR coordinator. Various importance of time-management are more work
can be accomplished with less effort, decision making ability can be improved, an individual can
become more successful if he/she can manage the time effectively and efficiently. There are various
strategies through which time can be managed. Five of the time-management strategies are listed
below:
1. Prioritization: To manage the time effectively the HR coordinator should have the ability to
distinguish work as per their importance and urgency. After segregating the task the person
can easily prioritize the work. If prioritization is done then the time can be allotted to each
task accordingly. Through this person can easily manage time and this will enhance their
effectiveness.
2. Organizing task: Disorganized task may lead to poor time management. For this purpose, a
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coordinator should firstly get organized. This can be done by analysing the resources which
are to be used during performance of work and other activities should also be organized
accordingly. If task are organized then the coordinator can easily manage the time.
3. Delegation: Coordinator has to do multiple tasking and this may lead to chaos so to reduce
the work load and bring efficiency and meet deadline work should be delegated properly to
the employees working under coordinator. Delegation of authority and work leads to
reduction in work load (Bailly and Léné, 2013).
4. Eliminate the unnecessary work: Coordinator can find out unnecessary task by organizing
and prioritizing the work. This unnecessary task may result in wastage of time. Due to this,
work will not get completed on time. So for proper time-management, coordinator should
remove those tasks which are of no use in performing current job.
5. Avoid Multi-tasking: If the coordinator will do the multi-tasking work then it will lead to
confusion and none of the work will get completed on time. For this purpose, coordinator
should avoid multi-tasking work and focus towards single task at one time. This can be
avoided by delegating tasks subordinates. Through this coordinator can bring time-
management skills among themselves (Employability Skills 2000+, 2015).
These strategies can support in personal development as well as career development. If these
strategies can be adopted then people can build skills of time-management among themselves. This
will help the individual to manage time in their personal life as well. This will enhance the
opportunities for people in the form of promotion and better position than now. Better human
qualities can be developed if these strategies are adopted.
TASK 3
Roles of the team
Team members play various roles to accomplish the goals of the team. Dr. Meredith Belbin
has introduced the nine roles of the team members which are played by the people according to
their behaviour or character. These roles are discussed as follows:
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Illustration 1: Belbin's Team Roles
Source: Belbin Team Roles: Building effective and balanced teams for success.
1. Shaper: They are the people who improve the team work. They see challenges as exciting
thing and are courageous to accept those challenges.
2. Implementer: These people do the things like managers. They turn the ideas and concepts
of the team member into practical action.
3. Completer: Those people who look on completing the project or task are termed as
completer. They are focused towards completion of the work without any error or omission.
They are highly concerned about the deadlines.
4. Coordinator: They coordinate activities of the team members and can be considered as the
team leader.
5. Team Worker: They provide support and make sure that team members are working
together to achieve the goal effectively.
6. Resource Investigator: They are innovative and curious. They explore the new concept and
negotiate with the company for resources on the behalf of the team.
7. Plant: They are introvert and they prefer to work apart from the team but they are creative
innovator.
8. Monitor-Evaluator: They are best at analyzing and evaluating ideas of other team
members.
9. Specialist: They have specialized knowledge which is needed to complete the job. They
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work to maintain professional status.
Team can work together to achieve shared goals of the team. Collective working can be done
if proper policies, guidelines and goals are established. Team members should have a clear vision so
that they can work together for achieving goals. Roles should be clearly assigned to team members.
This will enable the team member to work effectively.
Team dynamics
Team dynamics are the behavioural relationship between the team members which are
influenced by unconscious and psychological forces. It is created by some factors such as the nature
of the team work, the team member's behaviour, their relationship with each other and the
environment in which the team works. Team dynamics can be good or bad (Blenkinsop and
Maddison, 2007). If it improves the overall performance of the team and produces best from the
individual then the dynamics can be good but if it creates conflict, de-motivation and prevent the
team from achieving the goals then the dynamics are bad.
In Audi, team consists of many members and the dynamic of the team can be based on the
behavioural relationships between the team members. As discussed above, there are 9 types of roles
played by the members and their behavioural nature is also different. As a human resource
coordinator of Audi, I play various roles in the team. I play the role of coordinator as I possess team
leader qualities and also the role of implementer because I possess the quality of manager also.
Two alternative ways for achieving team goals
Team goals can be achieved if team dynamics are analyzed. Without analyzing the team
dynamics, team leader cannot motivate its team for achieving goals. There are many alternatives
available for achieving goals of the team. Two of the ways are discussed below:
1. One of the ways to achieve team goals can be Belbin's team roles. In this case, team
dynamics can be determined by the coordinator by analyzing behaviour of members (Water,
Ahaus and Rozier, 2008). After analyzing the dynamics the coordinator can easily allot the
task and responsibilities to each team members so that standard output can be analyzed and
this will minimize the variations between actual and standard output.
2. Goals can be achieved by motivating the team members in both monetary as well as non-
monetary way. This will ensure the early completion of tasks and this will lead to
achievement of team goals.
Solutions to work based problem
Problem can arise in any aspect of the workplace but it is necessary to apply proper solution
to reduce effect of the problem on the working in the business organisation (Perks, 2010). In Audi,
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the problem of values and ethics has aroused. The line staff and trainees are not following the code
of ethics and values, due to which the environment of the company is getting effected. For this
purpose management have decided to provide a training session to line staff and trainees. In this
session, various cases will be demonstrated and games would be played which are related to the
topic and that will directly affect the minds of employees and trainees. This information for training
will be communicated to the line managers and trainees by the way of email newsletter and the
postures which will attract the crowd for the training session.
Appropriate method for communication
There are various method through which the solution of the problem can be communicated
(Scales, 2012). One of the methods is by providing the training session; second it can be done by
pasting the posters of the code of ethics in various sections of the premises where it can be readable
by employees. Thirdly, by demonstrating the charts and diagrams and by allowing the employees to
solve case studies, this information can be communicated. Taking informal meetings can also be
one of the methods.
TASK 4
Evaluating the tools of problem solving
Problem arises in every company and in Audi one problem aroused after the training session.
Employees of the company are facing the problem of overtime payment. To solve this problem,
issue solving tools are too applied and before application these tools should be evaluated. Some of
the tools of problem solving are as follows:
1. Flowcharting: This tool is used for improving processes. There are several steps involved
in flowcharting (Belbin, 2012). First of all, HR manager should do the documentation of an
existing process of compensation. Then, design ideal process which includes overtime
payment re-structuring also and then determining the steps of flowchart as they are logical
or not if applied. Then identification of complexity should be done such as where company
is lacking to meet out the employees need, why company is unavailable to provide overtime
payment and what employee is demanding, etc. It should be checked that duplication of
effort is not done.
2. Analytical Problem Solving: This is a step by step procedure in which first step is to define
the problem. In this case, HR manager should define the problem which HR staff is facing
and then collect and assemble the evidence or data which supports problem such as taking
the surveys and feedbacks from the employees, taking suggestions from the expert, consider
the past experience. After that, evaluate the alternative solutions to the problem by
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considering all the internal and external factors such as company is giving right payment,
industrial policy is followed or not, etc. After evaluating, select the best criteria (Mitra,
2012). After selecting the best criteria, calculate the favourable and unfavourable outcomes
like what consequences company will face if they would increase the overtime payment.
Company does not face losses or company might get satisfied employees by increasing the
payment and this may generate more profit in turn. Then finally they can take the decision
regarding the problem.
Through flowcharting a company can list down the problem but ideal solution cannot be
generated but in analytical problem solving a complete solution can be determined by following all
the steps (Rao, 2010). In this, solution is obtained by analyzing and considering all the internal and
environmental factors and keeping in mind various outcomes. Thus, it can be inferred that analytical
problem solving tool is better than flowcharting.
Appropriate strategy for problem solving
Strategies is to be planned which can be applied for solving the problem of overtime
payments. HR manager of Audi can apply various strategies to determine the best solutions to the
problem. Manager should systematically list down problem and then ask the expert and
knowledgeable person about the solution of the problem. Manager should check the complexity of
the problem act accordingly. Manager communicates the problem at all levels and do the
brainstorming session to get the best solutions for the problem defined. Manager then list down the
possible solutions then applies the tools and techniques by considering all the factors and outcomes
to bring the best solutions (Ramesh, 2010). Involvement of all the employees should be done in
order to take decisions regarding the overtime payments. Manager should keep the deadline for
completion of the task of problem solving. Within 5 weeks the solution should be obtained, this
would bring efficiency in problem solving. After implementing the solution, manger should check
the effectiveness of the solution by taking feedback from the employees and if the feedback is
positive then, the solution obtained is effective and if the feedback is negative then revise the
problem and obtain new solution to satisfy the employees which in turn would generate profits for
the organization.
Evaluation of the potential impact
By implementing the strategies for the problem solving it can be concluded that the overtime
payment will have various impacts on the company. If overtime is paid to employees then
productivity will get increased and due to this, demand of the product can be met out in a lesser
time (Sonmez, 2014). Usually employees get lethargic by working for more hours and their morale
gets down and ultimately leads to inefficient performance. In such case, overtime payment acts as a
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motivating factor and through this the morale of the employees gets boosted and this results in
effective and efficient performance by them. If employees are working for more hours than more
products can be manufactured and this will generate profits for the company. If more profit is
generated then Audi can either expand or can go for diversification. The good overtime payment
may attract more effective employees towards the organization.
On the other hand, overtime payment will add to the cost of production because every
employee will be given per extra hour wages. This would increase the cost of the product and
customer might not accept the price rise. There is a possibility of reduction of demand of the Audi
products. If good payment is made then this may go against the industrial policy. But if not given
then employees will remain unsatisfied and there will be more turnover of employees and resistance
against the overtime work.
Thus, it can be evaluated by analyzing both positive and negative impacts on the Audi
company that positive impact is more than the negative impact because Audi products comes under
luxurious category and minor rise in price would not reduce its demand (DiTullio, 2010). There is a
positive impact of expansion and diversification and employee satisfaction, which will be fruitful
for the company.
CONCLUSION
After preparing this report it can be concluded that employability skills are essentially
required in every aspects of the business. In Audi, these skills helped the HR coordinator in
determining their own skills and improving those skills. It even helped in determining the roles of
the team and solving the work related problems. Teams are communicated the problem solution by
various ways and methods so that information can be transferred in a proper manner and accuracy
can be obtained. These skills will help in developing career as well. The tools and techniques are
used for developing solutions in order to get the accurate solution for the problem defined.
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