Comprehensive Report on Human Resource Management at Toyota

This report offers a detailed examination of Human Resource Management (HRM) practices at Toyota, a leading automotive manufacturer. The report begins with an overview of Toyota's organizational structure, followed by an analysis of the purpose, roles, and responsibilities of the HR department. It highlights the benefits of various HRM practices, such as recruitment, training and development, and motivation, for both the employer and the employees. The report further explores different approaches to workforce planning, recruitment and selection, training and development, performance management, and reward systems, evaluating their effectiveness in fostering employee relations and engagement. The report also touches upon the employment legislation relevant to Toyota's operations. Furthermore, the report includes a job specification, a student's CV, sample interview questions, and an offer letter to illustrate practical HR processes. Overall, the report provides a comprehensive understanding of how Toyota manages its human resources to achieve organizational goals and maintain a productive workforce. The report concludes with a rationale for conducting appropriate HR practices.

Human Resource
Management

Table of Contents
Human Resource Management ........................................................................................................1
Introduction ......................................................................................................................................3
Part 1..................................................................................................................................................4
1.Overview of the organisation:...............................................................................................4
2.Purpose of HR and key roles and responsibilities of HR :...................................................4
3.Benefit of HRM practices to employer and employee..........................................................5
4. Different approaches of HRM.............................................................................................7
5.Approaches and their effectiveness on employee relation and employee engagement :......9
6. Employment legislation.....................................................................................................10
Part 2................................................................................................................................................12
1. Job Specification................................................................................................................12
2. CV of student :...................................................................................................................14
3.Interview questions asked by HR :.....................................................................................16
4. Offer letter:.........................................................................................................................17
5.Rationale for conducting appropriate HR practices:...........................................................18
Conclusion ......................................................................................................................................19
REFERENCE ................................................................................................................................20

Introduction
Human resource management is a process of recruitment, selection, training, development,
motivation of employees. It is the process of effective management of employees to gain the
organisational and individual goal. Toyota is a Japanese Auto mobile multinational company. Its
headquarter is in Toyota city, Aichi, Japan. Toyota is world second largest company in
automotive manufacture. This report highlights the role and purpose of HR manager. It explains
the benefits of HR practices to the employer and employee. It also explains the different
approaches of HR and their applicability in Toyota industry. It emphasis the legislative structure
of Toyota and the different law. It explains that how this law is helpful to HR manager in their
decisions. This report also highlights the job specification of HR and there required skills.
Part 1
1. Overview of the organisation:
Toyota was incorporated in the year 1937 on 27 August, during 1960 and 1970 the
company start to sell large number of automobiles in the foreign market. In the year 1999 the
company is listed in London stock exchange and new york stock exchange. After the world war II
the company was forced to shut down due to bad economy state. It became the largest automobile
manufacturer in 2008. The company provides its services across 190 countries. The company got
its present name after the merger of the Toyota motor company with the Toyota motor sales
company Ltd., in the year 1982. The company partnered with “General motors corporation” for
the creation of “new united manufacturing Inc.” in the year 1984 in California where Toyota starts
its U.S. production in the year 1986.The headquarter of Toyota company is in Toyota city of
Nagoya, Japan. It holds the capital of 80.4 billion as on 31 Mar,2019. The company is into
automotive operations, financial services and various other services. In automotive operation, the
company designs, assemble, manufactures and sell the vehicles to the customers, it also provides
minivans, vehicle parts, trucks and related vehicle accessories. The financial service means
providing finance to the customers who want to purchase the vehicle on lease, it includes retail
financing, retail leasing, wholesale financing and insurance. It incorporates its financial services
in approximately 40 countries. It also provides its financial services in 30 other countries with the
help of its subsidiaries. Today the Toyota company also provides various other products such as
steel, synthetic resins, automatic loons, wooden and cotton goods(Rose and et. al., 2017).

2.Purpose of HR and key roles and responsibilities of HR :
Human resource means the department of business or organisation that deals with hiring,
training and administration of staff.
Purpose of HR : HR department focuses on increasing performance and productivity of the
organisation which can be done by proper training and motivating the employee to give the
desired outcome. To recruit the skilled employee is the priority of the HR. The HR department
has to plan various CSR activities for the organisation.
Roles and Responsibilities of HR function: HR plays an important role for the organisation as it
find the eligible and skilled candidates for the organisation. Recruiting the right people for the right job: The recruiters designs the job profile, source
candidate, conduct interview and coordinated with the manager who will finally make the
decision regarding selection of the candidate the Toyota follows a strict recruitment
process and multi layered recruitment technique. The Toyota recruits the candidates if
they meet the required standardized behaviour set by the company. Performance appraisal: Toyota believes in total system efficiency rather than individual
efficiency. It is important to look beyond individual work when it comes to the
organisation performance. It has the structure in the work place which allow employees to
be engaged in their own work and not get distracted from other issue. This helps in
evaluating the performance of the employees. Role and responsibility of performance
appraisal is that it assists the workers in achieving the objectives given to them.
 Training and development: As the Toyota says “ we do not just built cars we build
peoples”.Toyota has opened a three regional training centres known as global production
centres in Thailand, Europe and north American plants. It is the responsibility of HR to
provide proper training to the new employees in order to help them to understand the
organisational culture and develop accordingly(Noe and et.al., 2017).
3.Benefit of HRM practices to employer and employee
Toyota company apply different HR practices to the organisation. Some HR practices are
recruitment and selection, training and development and motivation etc.

Recruitment and selection is the process of hiring new employees in the organisation
according to the requirement and job role and induce new employees to organisation culture.
Benefit to employer
Toyota hire new employees to the organisation. It provides skilled and qualified candidate
for the job role. Recruitment helps in filling the gap in the firm. This benefits the employer by
provides right person for the right job which ultimately reduce the employee turnover ratio and
also motivate employees. It recruits new talent in the organisation.
Benefit to employees
Recruitment and selection process provide an opportunity to the job seekers. The
employees can get the chance to perform on the job based on their skills and talent.(El Hannach
and et.al 2016).
Training and development is the process of enhancing the skills and knowledge of the
employee. Toyota organise various training and development program to induce them in the
organisation and help in learn some new skills.
Benefits to employer
Training and development helps Toyota to increase the productivity and skills of the
employee. It induces new technology and reduces the cost and time of supervision. It reduces the
employee turnover ratio.
Benefits to employees
It helps employee to increase their knowledge and skills. It increases the moral and job
satisfaction level of Toyota employees. Training programme helps to improve the relation of
employee and employer. Development programme helps employee to get the promotion and
rewards.
Motivation helps in enhancing the morale of the employees to fulfil their needs and want.
Toyota motivate employees by different ways like organise events, provide training and
development programme, organise some picnic and fun activities etc.
Benefit to employer
It retains the employees in the organization, also increases their loyalty towards the firm.
Benefits to employee
Motivation helps to satisfy the need of an individual(Sadiq, Governatori, 2015). It helps
Toyota to maintain discipline and reduce the absenteeism. Motivation also helps to learn new
things and adopt the changing work culture.

4. Different approaches of HRM
Approaches of workforce planning
Workforce planning is identifying the need of current and future human capital. It is the
process of assign right person for the right job. There are two approaches of workforce planning:
quantitative and qualitative approach.
Quantitative approach
 Linear programming
 Computer simulation
 Constraint programming
 Analysis of variance
Qualitative approach
 Interviews
 Focus group
 Delphi method
Toyota apply qualitative approach in workforce planning. Toyota use interview method to
find the right candidate in the organisation. It helps in screening the skills, personality, attitude
and perception of a person. They also use Delphi method to plan the workforce. In Delphi method
a multiple set of questionnaire is sent to the group of panel and try to find a common conclusion.
(Nieuwenkamp 2016).
Approaches of recruitment and selection
There are two approaches of recruitment and selection: internal and external
recruitment. In internal recruitment organisation recruit the candidate from the internal sources
like friends and family member of employees. In external recruitment they recruit the candidate
by open interview.
Toyota use external approach in their organisation to recruit the right candidate. It also
gives equal opportunity to all the candidates and select the best among them. It helps to increase
the productivity and motivation level of the organisation and employees.
Approaches of training and development
Training provides a platform to enhance the capacity of employees. There are two
approaches of training: on the job and off the job training. In on the job training employer
provides training at workplace to the employee. It familiarizes employees to the working
environment, equipment, machines and with culture. In off the job training employee get the

training away from the actual work place. It provides by different method like lecture, case study,
management games, role playing etc.
Toyota provides on the job training to train their employees. It recruits the employees and
give training to improved their skills and learn the culture and new things by working at actual
work place.
Approaches of performance management The approach of performance management
are intuitive approach, 360 degree, self-appraisal approach, group approach and trait approach. In
intuitive approach manager appraise the employee according to the perception and behaviour. In
self appraise approach employees are appraised according to the standard.
Approaches of reward system
There are two approach of reward system: Monetary and non-monetary approach
In monetary approach reward was given in monetary term like incentives, bonus, share in profit
etc.(Yang and et. al 2015). In non-monetary approach rewards are given in form of film tickets,
free resort booking, free tour, lunch in 5 star hotels etc.
Toyota use non-monetary approach in there organisation. They provide free tour plan to
there employee like 5 days in Korea. They also give free dinner plans to there employee to spent
the quality time with there family and reduce the stress of work load.
5.Approaches and their effectiveness on employee relation and employee engagement:
Employee engagement is a workplace approach resulting in the right conditions for all members
of an organisation to give of their best each day, committed to their organisation's goals and
values, motivated to contribute to organisational success, with an enhanced sense of their own
well-being.
Human relation approach: Human relation approach helps in explaining the different
behaviours of individual and group and their ways by which it can be managed and modify to
achieve the organisation objective. This approach uses political science, psychology, sociology
and economics.
Aon Hewitt's employee engagement model: According to this model the employee should:
say: good things to its co workers about the organisation
stay: has the desire to stay in the organisation
strive:the employee should made great efforts to achieve success in their job

The above two are the methods of employee relation and employee engagement which the
Toyota can apply to attain the flexible working practice in the organisation(Michie and et.al.,,
2016).
Flexibility is important for an organisation in order to retain employees, increase the
growth of the employees as well as employer. The organisation need to understand and improve
the different behaviours in order to built more satisfied, motivated and productive workforce. If
the employer provide a great work environment to their employee than they get more attracted
toward the organisation(Sparrow and et.al., 2015. ). The employer should listen to the employees
and discuss with them the plan so that, the plan for the achievement of goal can be seen from
different view points. The employer should respect the thoughts and suggestion of the co-worker
which helps the employee to make a healthy relation with employees. The various benefits such
as tax benefits, leave benefit, pension benefit, family benefit and various other benefit build the
employees in favour of the company. Such type of benefits help in retaining the employees.
Giving rewards and recognition help the employees to do better in their work, and motivate the
employees to do work in a more organised and better way(Wilton 2016).
6. Employment legislation
Employment legislation explain the terms and condition of employees. It explains there
rights, duties, responsibilities and the facilities provided to them. There are different law which
are applicable in the organisation for there smooth functioning like corporate law, contract law,
employment law, health and safety law and discrimination law.
Contract law 1994 provides protection to seller and buyers in the organisation. It helps in
maintaining the relation between suppliers and buyers. Termination of any law impose fine and
charges on the other party (who breach the contract).
HR manager of Toyota have to understand the contract law and save their company from
the fraud contract. It helps them to understand the fraud, misrepresentation of fact and documents.
It also helps them to find the way to solve the legal issue and to make the efficient decision for the
organisation(Yang and et. al 2015).
Employment law (2019) provides protection to employees of the organisation like job
security, biasness protection, paid holiday, seek leaves, safe environment and good work place.
Employment law helps Toyota HR manager to take efficient decision regarding the safety
measure of employees. It helps to understand the working environment and the needs of the
employees.

Health and safety law (1974) state that organisation has to provide safety to there
employees and the people who work for them like visitors, workers etc.
It explains the government rules and regulation regarding the safe environment. It helps manager
to provide the basic facilities to their employees like good lightning, air, technology etc. it also
helps to make decision and solve the problems of employees.

Part 2
1. Job Specification
Job Title Human resource assistant
Reports to CEO of Toyota industry
Roles & Responsibilities To manage the working environment and employee relation,
recruitment, selection, training and development, performance
appraisal of employees, resolve conflicts, legal knowledge.
Qualification MBA in Human resource management / MA in HR
Title of the job Human resource assistant
Date: 1/03/2019
Qualification required Essential Desirable Met
MBA in Human resource
management / MA in HR
Diploma course in
leadership /
management / business /
law / communication
YES
Yes
Need of Experience
5 year experience as HR
manager in reputed
company
Yes

Personal characteristics
& conduct
Good personality,
positive attitude, good
communication skills,
leadership, quick
decision maker(Xing and
et.al 2016).
Social responsibility,
formal authority,
patience.
Yes
Yes
Roles and
Responsibilities
Manage the working
environment and
employee relation,
recruitment, selection,
training, development,
performance appraisal,
resolve conflicts.
Legal knowledge, payroll
management, reward and
incentives.
Yes
Yes
2. CV of student :
CURRICULUM VITAE

Name : Carlos Smith
Address : H. No.: 1, near the square shopping centre
Telephone no. : 98xxxxx
email : [e-mail]
Personal information:
Date of Birth : 31/12/1994
Place of Birth : Cornwall
Gender : Male
Marital status : Single
Spouse name : Nil
Children : Nil
Academic qualification : Bachelor degree in Human resource management from
University of Edinburgh
: Finished senior secondary in year 2013 (XXX school)
Finished secondary education in 2011 (xxx school)
Professional Qualification : Fresher
Computer skills : Microsoft office
Advance excel
Internet literacy
Other skills : Good communication skills
Good team player
Ability to create efficient and friendly team
Curriculum Vitae
Lucas
Hang river,
Seoul,
North Korea.
Email: [e-mail]