HRM Project: Analysis of HRM Functions at Chocolate Presence Company

This report provides a comprehensive analysis of Human Resource Management (HRM) practices, focusing on a case study of Chocolate Presence, a growing manufacturer. The report begins with an introduction to HRM and its significance, followed by an examination of the company's recruitment and selection processes, including an assessment of current methods, strengths, weaknesses, and potential improvements. Task 2 delves into job descriptions and person specifications, explores advertising methods, and offers recommendations for enhancing the hiring process. The project further investigates training schemes, flexible working arrangements, and motivation theories. Finally, the report evaluates employee engagement strategies, specifically within Microsoft, discusses key approaches from a summit, and examines significant aspects of UK employment legislation, concluding with a synthesis of the findings and recommendations for effective HRM.

HUMAN
RESOURCE
MANAGEMENT

Table of Contents
INTRODUCTION...........................................................................................................................3
TASK 1............................................................................................................................................3
a) Purpose and importance of HR functions.............................................................................3
b) Strengths and Weaknesses of Current Selection Methods .....................................................5
c) Potential Improvements .........................................................................................................6
TASK 2............................................................................................................................................6
a) Person Specification for job role.............................................................................................6
b) Advantages and disadvantages of current methods of advertising.........................................9
c) Recommendations.................................................................................................................10
TASK 3 ........................................................................................................................................10
a) Benefits of graduates training schemes and internship ........................................................10
b) Benefits of flexible working arrangements...........................................................................11
c) Motivation Theories..............................................................................................................12
TASK 4..........................................................................................................................................12
a) Employee Engagement in Microsoft.....................................................................................12
b) Key approaches discussed in summit ..................................................................................13
c) Significant aspects of UK employment legislations.............................................................14
CONCLUSION..............................................................................................................................15
REFERENCES..............................................................................................................................16

INTRODUCTION
Human Resource Management is an approach that is used for managing people
effectively in an organisation in order to help its people to have completive advantage. HRM is
developed to increase efficiency of employees and to increase performance (human resource
management (HRM), 2019). For an organisation and its growth, it plays an significant role such
as by managing job recruitment and selection and promotion and it also helps to oversee
benefits of employees and oversee programmes. It provides guidelines regarding disciplinary
actions and orientation programmes. Human Resource Management basically includes acquiring
efficient workforce and improving their morale. It involves hiring right amount of employees for
performing given tasks and providing them proper training. This project is divided into two
tasks. In Task 1, Chocolate Presence is a rapidly growing manufacture company that is located in
North Yorkshire. It provides hand made tailor made chocolate based greeting cards which is
expanded across United Kingdom. Due to increasing turnover of this company and unsatisfied
customers, it is hiring new people in this organisation for different departments. Different criteria
has been set in order to select and recruit applicants for this enterprise. Here, HRM plays an vital
role in smooth functioning of selection and recruitment process. In Task 2, Microsoft is a
multinational American based company that operates in computer software. This company
provides healthy working culture to its employees in order to motivate them towards achieving
their goals. Here, HRM plays an vital role in managing various activities in an organisation.
TASK 1
a) Purpose and importance of HR functions
The HR department serves various functions in an organisation for achieving objectives
of an organisation by smooth running of a business. Without these functions, company will not
able to meet necessary needs of staff and management (Albrecht and et. al., 2015). It is the duty
of HRM department for better performance of employees by providing timely and relevant
guidelines. HR function is important for every kind of business . Medium or small organisations
like Chocolate Presence which is a niche company, required to perform such functions to
improve the quality of employees and smooth running or recruitment and selection procedures. It
serves following functions-

Recruitment and Selection- Recruitment refers to a process to identify potential
applicants to apply for a job vacancy in an organisation whereas Selection means selecting right
candidate among various candidates suitable for a job. These are the most signifiant functions of
HRM which helps in improving the quality of employees by proper hiring and selection. In this
process, deserving candidates are selected among various candidates which saves both time and
money of an organisation (Bratton and Gold, 2017). The main objective of these functions are to
increase efficiency of workforce by choosing deserving candidate. Chocolate Presence can hire
employees with help of appropriate recruitment and selection process.
Planning- It involves to plan regarding sources of recruitment and selection for meeting
present and future needs of hiring workforce for an organisation. Proper planning helps in
saving time, money, avoids shortage of employees, and helps in balancing between demand and
supply of workers for fulfilling organisational objectives. Chocolate Presence with the help of
proper planning can get employees which are efficient and effective.
Training and Development- Training is a systematic approach in which workers are
guided and trained matters that are related to their job profile. Where as, development refers to
overall growth of employees which makes them capable in performing a particular job profile.
Employees are trained and developed in various aspects such as developing their soft skills,
technical skills and so on. This is done in order to improve their performance so that they can
meet targets of organisation. Both these functions helps in improving quality and quantity of
workforce and developing their skills and knowledge. Chocolate Presence can train and develop
its employees by giving them various training and development programmes (Bryson, 2017).
Reward- This function of Human resource management means giving rewards to
employees for their efficient work. When workers achieve their goals than mangers reward them
for in order to motivate employees for better performance in future. Salary is not a reward
because it is received by workforce whether they work in an efficient manner or not. Reward can
be in both monetary and non monetary forms such as incentives, bonus, future growth
opportunities, promotion, performance appraisal, recomposition, status and so on. Given
organisation can motivate their employees by giving them rewards. This will result in increasing
their performance and efficient working.
Performance Management- This includes timely measuring or analysing performance of
workforce to check whether they are performing in an efficient manner or not. In Chocolate

Presence, employees can work in an effective way if their performance is measures and reviewed
on monthly basis.
b) Strengths and Weaknesses of Current Selection Methods
Chocolate Presence is a fast expanding enterprise that provides tailor made chocolate-
based greeting card (Cascio, 2015). This organisation is facing customer dissatisfaction and
increased turnover. For this it wants to hire new employees for performing production and
administrative functions. For this, it is using different modes of selection which are-
 Assessment Test- In order to get selected in this organisation, candidates need to clear
English comprehension and Maths test. For clearing them, applicants need to score at
least 50% in both tests. This method of selecting candidates has its own strengths and
weaknesses.
Strengths Weaknesses
This method helps in choosing best candidate
among various applicants applying for this job.
English test can help to know whether that
person is capable in communicating to
customers (Chelladurai, 2014).
Assessment tests may be sometimes not
reliable as skills of candidates can not be
judged appropriately.
It is cost effective in comparison to other
methods of selection.
Those people who are conducting these tests
sometimes become bias towards specific
candidates due to various reasons.
 Interviews- In this organisation, when candidates clear assessment tests than they are
called for face to face interview. It involves informal chat between interviewer and
interviewee.
Strengths Weaknesses
This method helps the interviewer in
understanding applicant in a better way and
main create mutual understanding between
them.
This method is not cost effective, it is an
expensive method. It takes a lot of money to
hire persons to interview others.

With proper communication, interviews aids
in selecting best candidate for a specific job
role.
It is time consuming. This method involves
time and efforts for execution of this process.
c) Potential Improvements
In order to get efficient employees, Chocolate Presence need to make some
improvements in its selection process.
 In this organisation, customers are complaining that the quality of chocolates are not up
to the mark as it used to be before. Customers are not satisfied and they have to wait for
long time in line. In order to satisfy its consumers, this company can add analytical test in
its selection process. It will result in improving production which will increase quality of
chocolate based greeting cards (Hornstein, 2015).
 Candidates are complaining that the tests are unfair which means that people who are
conducting such tests are biased towards some specific candidates. For this, Chocolate
Presence can hire a new recruitment team for conducting such tests. This will help in
removing injustice while conducting selection methods. Moreover, company can also add
other tests in addition to assessment such as IQ , Intelligence, quantitative aptitude or
personality tests. These will help in making selection procedure more reliable and will
reduce the chances of injustice in organisation. It will results in hiring of those candidates
who are actually deserving.
TASK 2
a) Person Specification for job role
Job description is a document which will be used by Chocolate Presence for providing
role, responsibilities , and working conditions of an organisation to the applicants ( Jiang,2014).
It helps the candidates in knowing exactly what they are going to do in a company. It showcases
the roles and profile of a job to applicants. This will give a clear picture of qualifications needed
to get selected for a job.
Job Description
Job Title Receptionist

Department Section Administration
Reporting to Administration Manager
Main Purpose of Job  To welcome guests in professional
manner
 To answer calls and solves queries of
customers efficiently.
Key Tasks  To meet and greet visitors
professionally.
 Book meetings
 To arrange couriers.
 To keep the area of reception neat and
clean.
 To answer and forward phone calls.
 To sort and distribute post
 Maintaining healthy relationship with
clients (Kramar, 2014).
 To complete administrative paperwork.
 To provide customer support.
 Maintain stock of stationary required
by client.
 Other reasonable duties by
Administration Manager.
Responsible for
equipment/materials
 Usage of facilities of IT and telephone
switchboard.
 Order refreshments as per client
requirement.
 To allocate visitors badges.
Person specification

It is a description of qualities, knowledge, skills set, and other attributes that are required
by company in order to perform a task or job profile. It includes guidelines to perform a
particular job role. These are the skills which candidate must have for performing the given work
like internship, training, educational qualifications and so on (Kramar, 2014). Following is the
document of person specification for Chocolate Presence-
Basis Essential Desirable
Qualifications  Secondary educational
qualification should be
done in Maths and
English.
 Good command in
general knowledge.
NVQ in customer service.
Experience  At least one year of
experience in same job
role.
 Internship of minimum
3 months as an
customer service
profile (Kulik, and et.
al., 2014 ).
 Experience as an team
leader.
 Experience as in
computerised recording
system.
 Had worked before in a
manufacturing
company.
Skills  Candidate must possess
good communication
skills both written and
oral for interacting with
customer.
 Basic IT skills
 Time management
 Should have the ability
 Keen to learn new
things
 Positive attitude
towards work
 Soft spoken
 Team player and can
work in a team in an
efficient manner.

to work under pressure.  Ability to solve queries
on their own.
b) Advantages and disadvantages of current methods of advertising.
In order to hire efficient employees, it becomes important for every company to invest in
advertising and other promotional measures. This will make the candidates aware about that
there is vacancy in an organisation so that they can apply for that job. Chocolate presence can
use various modes of advertising for promoting its job vacancies ( Mao, and et. al., 2014). It can
used both internal and external methods of advertisement. Some of these methods are discussed
below-
Internal mode of advertisement-
Internal advertisement means when company promotes job vacancy in order to
hire candidates within the organisation. In this process, company hire current employees for
job role available in a company. This way of advertising helps in making the current employees
more effective and work in an efficient manner. It will boost up their confidence which will
increase their performance. This will result in achieving overall objectives of organisation.
Chocolate Presence can circulate if any job vacancy is available among current employees via
email or by posting it on official website of the company.
Advantages Disadvantages
This method of advertisement is cost effective
and saves expenditure of hiring employees. It
will also reduce expenses that will be incurred
by Chocolate Presence in training and
development of employees ( Noe, and et. al.,
2017).
This will reduce the chances of fresh talents in
getting hired in chocolate presence. This will
limit the company in order to get a new talent
for various positions available.
By investing in internal mode of advertising,
organisation can save its time. Chocolate
Presence will be aware of applicants who will
apply for job. It will become east for this
The scope of getting efficient people will be
low because only limited people will apply for
a job vacancy.

organisation to find out most suitable person.
External mode of advertisement-
In this method of advertisement, company will advertise job vacancy outside an
organisation. This mode is wide as it covers various applicants who are looking for a job. It can
be done by sharing job vacancy in social media or in company's website. Chocolate Presence can
use external mode of advertisement in order to give chance to fresh talents by posting vacancies
occurring within this company (Moutinho, 2018).
Advantages Disadvantages
It covers various applicants and help in
bringing new and fresh talents in an
organisation.
This method is costly as compared to internal
mode of advertising.
It gives chance to new candidates to show their
skills and talents.
It will require additional sources in order to
manage activities online presence.
c) Recommendations
Chocolate Presence should use external method of advertising in order to cover large
number of applicants. It gives an opportunity to various people to apply for a job (Wright, Coff,
R. and Moliterno, 2014). This method will help in bringing fresh talents to a company which will
help in making the production process easy. These candidates will help in giving latest and
innovative ideas related to production of chocolate made greeting cards which will result in
improving quality of chocolates . This will result in customer satisfaction.
TASK 3
a) Benefits of graduates training schemes and internship
Microsoft is an US based international company that works in technology and deals to
develop, manufacture, support and sell software of computer. It offers various types of training
schemes and internship to its workers in order to increase certain skills and knowledge. These
trainings and internship programmes will motivate them to work in more efficient manner.
Advantages to Employees

 Microsoft trained its employees and improve their technical and other skills. This helps
the employees in improving their overall set of skills which will result in improving their
performance. This will help in increasing efficiency of employees and they will work
more effectively. This is not only beneficial for trainee or intern in present context but it is also helpful in
context of future and upcoming chances. This opens up various opportunities for them to
explore their skills and knowledge and they can grow in corporate world. These skills
include communication , IT skills and so on (Bratton and Gold, 2017).
Advantages to Organisation
 Training and internship schemes provided by Microsoft are not only beneficial for
employees but it is equally important for companies as well. Improved skills and
knowledge will improve work performance of workers which will in return helps in
achieving organisational goals. Fulfilment of company's objectives will enhance its
growth in market.
 When employees are accurately trained than it reduce the time and effort of supervisor to
guide them in doing different tasks. It aids in reduction of burden of management.
Supervisors can focus on other important tasks instead of guiding workers.
b) Benefits of flexible working arrangements
People all over the world wants to work with Microsoft. The reason behind this is not just
the salary and brand name but its all about the culture and benefits this organisation is providing
them. Microsoft provide a decent working environment and flexible working arrangements like
get and stay healthy, plan for the future, enjoy the perks, take time away, care for family,
continue education and so on. Continuation of education- Microsoft allows employees to complete their education
while they are working by providing them sources for expanding their knowledge. This
helps employees to learn new things while earning. Flexible working hours- This organisation provides flexible time to its employees. It do
not bound them to just work but allows them to pursue their hobbies outside working
environment (Albrecht and et. al., 2015). This will result in increasing motivation of
employees and they will work in more effective way.

 Health and medical benefits- Microsoft helps workers to stay healthy both mentally and
physically by providing them health benefits . This will result in more appropriate work
as healthy employees will work in more effective way as compared to unhealthy
employees.
 Future plans- Microsoft don't bound employees to work in limited areas instead it helps
them in achieving future goals by providing them plenty of way by which they can
achieve their objectives of life. This will build up trust of employees upon this
organisation which will enhance their loyalty towards company.
c) Motivation Theories
It is a process to influence workers to do a particular task in order to achieve
organisational goals. Microsoft motivates its employees to do better work by giving them various
perks and benefits. Motivation plays a significant role in this organisation like increasing
productivity of a company (Cascio, 2015). It ensures in increasing efficiency of employees
which aids in improvement in their performance. It helps in building up loyalty of workforce
towards organisation and aids in giving direction to them. This can be understood better by
Herzberg's two factor theory of motivation which is invented by Fredrick Herzberg. According
to this theory, there are two job factors, one that results in satisfaction and others prevent
dissatisfaction. These are- Hygiene Factors- These factors need to be present in workplace to prevent
dissatisfaction among employees. They do not motivate workers but if they are not
available than it will demotivate them. These factors include appropriate salary
structure, health care benefits, safe and clean working environment, and interpersonal
relations. Microsoft provides all these hygiene factors in order to prevent from
dissatisfaction (Bryson, 2017).
 Motivational Factors- These factors increase motivation of employees to perform well.
It includes rewards, recognition, sense of achievement, incentives, flexible working
hours, performance appraisal and so on. Microsoft provides motivational factors to its
workforce and motivate them towards achievement of its goals.