HRM Practices: Selection, Advertisement & Training - Chocola & MS

This report provides a comprehensive analysis of human resource management (HRM) practices, focusing on two companies: Chocola Fantastica and Microsoft. The report begins by exploring the purpose and importance of HRM functions, including staffing, training & development, strategic management, and performance appraisal. It then examines the strengths and weaknesses of Chocola Fantastica's current selection methods, proposing potential improvements to enhance the recruitment process. The report also includes a detailed person specification for a receptionist position, followed by an evaluation of the advantages and disadvantages of current job advertisement methods. Recommendations are provided to optimize job advertisement strategies. Finally, the report explores the benefits of training schemes for both employees and organizations, highlighting the impact of these schemes on employee performance, motivation, and overall organizational success. The report uses the case studies of Chocola Fantastica and Microsoft to illustrate its points, offering practical insights and recommendations for improving HRM practices.

Resource Management

INTRODUCTION
Human resources management is refers to the process of hiring, deploying, organising
and managing employees that are working within the organisation so that efforts employed by
the workers can be directed in right direction. These practices support in creating several policies
for providing better environment and working conditions to employees for improving their
performance so that organisational goals can be achieved (Alfes and et. al., 2013). This report is
based on Chocola Fantastica and Microsoft. This report covers detail about several practices
performed under human resource management which includes information about the purpose and
scope. In addition to this, it also covers the importance of employee relation that affect decision
making along with the legal laws and regulations. At last, it explains about the human resource
management practices in work context.
SECTION 1
A) Purpose and Importance of HR function
Human resource management is refers to as a most crucial function of an organisation
which support in effective management of people and resources that contribute toward
accomplishment of organisational goals. This is because the proper management of employees
within the organisation help in enhancing the quality of business activities performed that also
results in achievement of competitive advantages. The Chocola Fantastica is rapidly growing in
the market of South Whales by offering tailor made chocolates. But despite of this, the employee
turnover within organisation is increasing which require Chocola Fantastica to improve its
human resources practices. Following are the purpose and function that must be consider by HR
manager of Chocola Fantastica, Staffing:- This is one of the most important and functional part of Human resource
management which ensures that eligible candidates with right skills and capabilities must
be selected for the suitable position that help in improving the organisational performance
(Briscoe, Tarique and Schuler, 2012). The purpose of this function is to hire right
number of candidates within organisation. The HR manager of Chocola Fantastica put
emphases toward improving its recruitment process and try to hire people who have the
capability to get adjusted with the organisational culture and can resides for longer
duration.

 Training & Development:- This is an another important function of HR manager where
employees are being provided with training and development sessions for providing them
opportunity to improve their skills and capabilities (Buller and McEvoy, 2012). The
purpose of this function is to enhance competencies and abilities of employees so that
productivity can be improved. The HR manager of ‘Chocola Fantastica must focuses
toward organising the training sessions for its employees in order to sharpen up their
skills and capability which help in continuing their interest and satisfaction within their
job role.
Importance of HR function:- Strategic management:- Human resources management is crucial in aligning the
business operations in right direction by formulating effective strategies. ‘Chocola
Fantastica is facing issue regarding quality of product due to ineffective management of
operation. By effective strategic management, company will be able to improve its
practices and quality of performance as it provide a guidance to work toward the
achievement of particular goals.
 Performance appraisal:- The human resource managers are responsible for analysing the
performance of employees and removing the issues they are facing in order to maximise
the productivity. By regularly evaluating the performance of employees, it become easier
for the HR manager of Chocola Fantastica to determine the reason behind the lower
product quality so that it can be improved in timely manner.
Hence with the proper utilisation of human resource management practices, The ‘Chocola
Fantastica will be able to deal with the issues like product quality, employee turnover and lack of
fairness in selection method (Campbell, Coff and Kryscynski, 2012). For this, company must
focuses toward improving its communication channels with workers for examining the reason of
employee turnover. In addition to this, it can also identify the gap between performance through
appraisal process. Apart from this, company can form a selection committee in order to organise
effective selection process. These all will contribute toward enhancing the performance and
market sustainability of ‘Chocola Fantastica.
B) Strength and weakness of current selection method used by organisation
Selection is defined as the process of performing several type of tests over candidate for
examining the capabilities of individual regarding particular job position that contribute toward

organisational goals and objectives (Chelladurai and Kerwin, 2017). Hence, selection is consider
to be most crucial function of HR that help in placing right candidate at right job position. The
selection process used by Chocola Fantastica involves several steps for evaluating the capability
to individual to fulfil the responsibility of particular job role. First of all, candidates go through a
assessment test which is divided into two part such as English comprehension and maths where
candidates have to score 50% to pass this test and becoming eligible for next round i.e. direct
interview. After passing this assessment test, the candidates' references will be checked and then
they proceed for final interview round. This selection method adopted by Chocola Fantastica
have both strength and weaknesses that are explained below:
Interview:- It is a process of face to face interaction where interviewer evaluate the skills
and capability of individual by asking questions (Clark and et. al., 2016). The HR manager of
Chocola Fantastica mainly perform informal interview for selecting candidate and it has
following strength and weaknesses:
Advantages Disadvantages
It help in identifying the skills or capability
of applicants by providing them relaxing
environment while meeting and formulating
questions according to situation.
This method doesn't involve formal questions
in interview that are not linked with the job
role and hence may lead to wrong selection of
candidate.
Testing:- Under this several test of an individual are being conducted such as
mathematical test, aptitude, knowledge etc. for determining the logical and practical skills of
individual (Daley, 2012). The HR manager of Chocola Fantastica conduct mathematical and
English comprehension test which involve following strength and weaknesses,
Advantages Disadvantages
It help in determining the capability of
candidate in term of analytics and
communication which is crucial for job.
This method is lengthy and time consuming
which also make the selection process
expensive.

C) Potential improvement that can be made by Chocola Fantastica for enhancing selection
process
The Chocola Fantastica is dealing with a issue in selection process which is required to
improve in order to hire right candidate which contribute toward reducing its turnover. Following
are the steps that can be taken to improve selection process:
 Chocola Fantastica perform informal interview for candidate's selection which not
support in identifying the actual personality as informal questions are there. Hence,
company must focuses toward adopting formal interview so that proper evaluation of an
individual's capability can be done (Jackson, Schuler and Jiang, 2014).
 Online screening mock test must also be involved in recruitment process so that only the
candidate who fix into eligibility criteria can be invited to further tests and interview.
This not only saves time but also ensure availability of better options to selected as per
required job profile.
SECTION 2
A) Person specification for receptionist
Person specification is kind of legal document which depict about the skills, capability,
knowledge and qualities that are required for a particular job position. There are several aspects
that are defined under job specification like essential skills, work experience, education etc. that
contribute toward performing business operations effectively. By creating personal specification
it become easier for HR manager of Chocola Fantastica to understand the skills and capabilities
an individual required for gaining the job position of receptionist (Jiang and et. al., 2012). The
personal specification for the receptionist job position within Chocola Fantastica is mentioned
below:
Person Specification
Position: Receptionist
Functional unit: Administration
Reporting to: Administration Manager
Attributes Essential Desirable
Qualification & Experience Applicant must have
graduation degree passed with
Candidates having post
graduation within hospitality

approx 60% marks from well
known university. Candidates
having minimum of 6 months
experience as a receptionist
will be considered.
industry along with having
working experience from a
reputed organisation are more
preferable.
Skills or Knowledge Candidate must be excel in
spoken as well as writing
skills so that they would be
able to interact with customer
effectively and can also have
better telephonic
communication.
Applicant must having good
IT skills which is essential for
maintaining data collected
from several departments
along with external parties.
He/She must have a multi
tasking capability with higher
proficiency in communication
skill.
B) Advantages and disadvantages of current method of job advertisement
In order to fill up the vacant job position, Chocola Fantastica basically uses two main
methods within the organisation (Johnson, Schnatterly and Hill, 2013). It involves recruiting
employees internally who are existing workers and by posting the notice at the entrance of
organisation. These methods support Chocola Fantastica in placing right candidate at right place
but both the methods have their own advantages as well as disadvantages. These are explained
below:
Internally within the organisation
For performing internal recruitment, the HR manager of Chocola Fantastica evaluate the
quality, skills, experience and performance of individual to choose best candidate for particular
vacant position.
Advantages Disadvantages

This method is cost effective and support in
filling the vacant position quickly by placing
the existing employees through promotion
whenever required (Kehoe and Wright, 2013).
It provide limited choice for vacant job from
existing employees and fresh talent is not
inevitable in this method.
Internal recruitment is beneficial as people
employed over particular job role is familiar
with the culture, working style of organisation
etc.
The internal recruitment creates a feeling of
competition among the employees at
workplace which may also leads to
demotivation among them.
Posting notice at entrance of organisation
Under this, there is a formal notice used which contains information requiring the vacant
position within organisation along with eligibility criteria. By adopting this method, it become
easier for Chocola Fantastica to spread information regarding vacancy as people that regularly
visit the company or pass from its nearby area be able to aware about it. But, this method have
both advantages and disadvantage at its end such as,
Advantages Disadvantages
This methods is less expensive as compare to
others and suitable for the positions that are not
so crucial for Chocola Fantastica.
This method is less effective as not each
individual go through it or respond which may
take more time of company.
It help in brining people from different
backgrounds who have fresh knowledge
regarding recent changes made.
Under this method there is a chances that
candidate may not get information in right
manner which may create confusion.
C) Recommendations for job advertisement at Chocola Fantastica for receptionist
Nowadays, people are more active on social media sites or internet to gather information
about particular thing (Kim, 2012). Following are the recommendations,
 It is suggested to the manager of Chocola Fantastica that it must focuses toward calling
candidates from social media sites and recruitment agencies for placing high skilled
candidates. As with the help of social sites like LinkdIn, it become easier for Chocola
Fantastica to approach larger number of candidate at single time which provide several
options to choose from.

 On the other side, by approaching the recruitment agencies, the Chocola Fantastica will
get candidates that are already screened and tested by the recruiter and here present for
final test of selection which saves time of the company.
 Managers of Chocola Fantastica must visit colleges to perform campus recruitments so
that fresh talent can be bring to organisation which support in success of firm in
marketplace. Another major benefit of this is that such recruitment support in getting
employees a lower cost which save cost of the company.
SECTION 3
A) Benefits of training schemes to both employer and employee
Training is defined as the process of enhancing knowledge and skills of worker regarding
a particular job position. It is consider to be most crucial part of human resources management
which allows people to improve their performance or accept the changes quickly in order to
provide most positive outcome (Pieper, 2012). This is because Microsoft is working in a
dynamic environment where technological changes get anticipated much quickly and are
required to be implemented for staying competitive. Microsoft provide digital sale internship
programs to graduates for providing them opportunity to get excel in international market using
internet. Hence, by regularly providing training to employee, it become easier for employer to
update its employees knowledge that contribute toward the accomplishment of organisational
goal.
Benefit for employees:-
Personal and professional development:- By getting training on regular basis,
employees get opportunity of their personal development by enhancing their knowledge or skills
which support them in their future career enhancement. In addition to this, the employees also
become able to improve their performance at workplace which increase their chances of getting
promotion and recognition at workplace.
Boost up confidence:- By getting training to work over the weaknesses, the morale of
employee get boost up which also allow them to perform well in their operational area. Microsoft
work in dynamic environment where several working challenges present that employees have to
face (Purce, 2014). Hence, by getting regular training, employees will be able to tackle such
issues and get recognition at workplace.

Benefit to employer:-
Improved performance:- By providing training to employees on regular basis, it become
easier for Microsoft to teach new or effective ways of performing work that leads to maximum
result at minimum cost. This help in improving their working performance by brining uniformity
in their operations for brining perfection.
Reduction in chances of error:- By providing training possibilities of mistake done by
employees can be reduced, as training help in teaching them techniques for improving the quality
of work from their end which minimise the time and cost of operations. This in turn support
Microsoft in providing more satisfaction to its customers.
B) Identification of arrangements and its benefits to Microsoft and employee's
Microsoft is a leading IT software company that holds up a strong position in
marketplace which become possible due to efforts put by employees to provide best possible
services for customer satisfaction. But, in order to keep employees aligned toward the goals of
Microsoft, it is crucial to keep them satisfied or motivated and for this, the HR manager of
Microsoft have certain arrangements such as,
Work from Home:- Microsoft provide its employees an option to perform their
operation while sitting at home by keeping in mind the quality of output. This supported women
empowerment by providing them this opportunity to develop their career while sitting at home.
Flexible working hour:- Under this, Microsoft provide flexible timing schedule to its
employees in order to provide them a benefit of attending office as per their comfort so work can
be performed in more relax manner. This help in reducing mental stress and tiredness which
affect the quality of work.
Therefore from the above discussion it is clear that HR policies of Microsoft are good as
it creates a balance between professional and personal life of employee which make them
comfortable at workplace and support them maintaining effective relation with workers. Benefits
of these arrangements to both employer and employee are mentioned below:
Combine individual and organisational goal:- The benefit provided by Microsoft to its
employees support them in keeping workers aligned with organisational goals, so that these can
be accomplished in desired way. This also provide employees an opportunity to learn more and
develop their capability.

Enhance productivity:- These HR policies in favour of employees support in keeping
them motivated toward work which lead them work with more efficiency for presenting their
best efforts (Jackson, Schuler and Jiang, 2014). This in turn support Microsoft in enhancing level
of productivity which allows them to achieve greater success in marketplace.
C) Evaluation of methods to motivate workforce and designing job roles
Motivation plays a crucial role in managing the quality of employee's work by keeping
them aligned with their roles and responsibilities. For keeping its employees motivated,
Microsoft adopt several methods like incentives, trust on employees etc. It also uses Maslow's
Theory of motivation which consists of five major factors, Psychological need:- It includes basic need like food, shelter, water etc. which motivate
an individual to next level. Microsoft ensures that the basic pay of employees must be
enough for them so that they can satisfy their basic needs. Safety and security need:- It present the need of getting safe and secure environment to
work. Microsoft ensures that employees must get a working environment where they feel
safe and comfortable to work. Social need:- This level of motivation requires social interaction or relationship within
society to work effectively (Jiang and et. al., 2012). Microsoft organise several events
and sessions where employees get opportunity to interact with one another and develop
their good relations. Self esteem:- This need involves a sense of respect and reward which employees want at
workplace. For motivating employees at this level, the HR manager of Microsoft focuses
toward creating an environment where employees get respect and appreciation over the
work done by them.
 Self-actualisation:- After fulfilment of all the need, employees started expecting for
recognition and achievements in organisation. For this, Microsoft perform regular
performance evaluation to provide recognition and promotions to deserving candidates.
SECTION 4
A) Meaning of employee engagement and its importance in maintaining effective relation
Employee engagement is refers to the extent to which workers feel good about their job
role and committed towards organisation. There are several aspects that affect employee

engagement in organisation such as monetary or non-monetary incentives, internal
communication system, employee satisfaction etc. The employee engagement is crucial for an
organisational growth and also provide several other benefits which are mentioned below:
 Employee engagement help in increasing the profitability and productivity of
organisation as with proper engagement, they get familiar with roles and responsibilities
(5 reasons why employee engagement is important, 2019). In addition to this, they also
get clear with best technique to perform operations effectively which reduces wastage
and chances of error.
 When changes anticipated by organisation, employees get aware about it and be able to
adopt it effectively as the employees have knowledge about culture of Microsoft such as
ethics, code of conduct etc. which bring uniformity in operations.
Therefore it can be said that employee engagement plays a crucial role in improving the
employer employee relation. Employees are the key aspect of the firm and the potential motive
of the management is to build effective relationship among employees for the purpose of
attaining significant growth by the appropriate contribution of the employees efforts, Therefore
proper collaboration among employees are effective in reaching at the strategic goals via taking
guidance from the employer.
B) Key approaches to engage workers and how to communicate them at workplace
In summit of Microsoft, there is discussion about cultural transformation at organisation
and role of technology in developing effective communication among managers and workers.
There are two approaches discussed that improve employee engagement such as,
Yammer approach:- This approach help in reducing the rumours and miss
communication which ensure performance of operations in more effective manner. Use of this
approach, ensures less possibilities of getting message to third person which proves the
authenticity of this approach.
Open communication:- Microsoft mainly adopt the open channel communication in
order to inform , share and provide feedback to it employees as well as management with the
help of SharePoint approach. This support in keeping employees engaged at workplace. With the
help of this Microsoft can quickly circulate information regarding the changes anticipated in the
plan, strategies and policies in a manner of storytelling which help in keeping employees
engaged in practices within appropriate manner.