HR Functions, Employee Engagement, and Motivation Analysis Report

This report delves into the core functions of Human Resource Management (HRM) and its significance within an organization, examining various aspects such as recruitment, training, and employee development. The report analyzes the purpose of HR functions, including employee satisfaction and organizational efficiency, and outlines the roles and responsibilities of HR officers. It explores the advantages and disadvantages of different selection methods and proposes improvements to the current selection processes. The report further investigates the requirements for a receptionist role, suggesting suitable advertising mediums and interview questions. It also covers employee engagement strategies, motivational techniques, and flexible working conditions, providing insights into fostering a positive and productive work environment. Additionally, the report examines the importance of communication and relevant UK employment legislation, offering a comprehensive overview of HRM practices.

Table of Contents
Introduction......................................................................................................................................2
TASK 1............................................................................................................................................2
a) Purpose of the HR. functions..................................................................................................2
b) Role and responsibilities of Human Resource Officer:..........................................................3
c) Advantages and disadvantages of the selection methods:......................................................4
d) Improvements in current selection method:............................................................................4
TASK 2............................................................................................................................................5
a) Person specification for role of receptionist...........................................................................5
b) Suitable advertisement medium:.............................................................................................6
c) Advantages and disadvantage of print advertising:................................................................7
d) Interview questions for the Receptionist and improvement in selection decision making
process.........................................................................................................................................8
TASK 3............................................................................................................................................8
A) Graduation training scheme...................................................................................................8
B) Development opportunities for permanent employees..........................................................9
c) Flexible working condition in Microsoft..............................................................................10
d) Motivation of employees .....................................................................................................11
TASK 4 .........................................................................................................................................11
A) Employee Engagement........................................................................................................11
b) Employee engagement as internal strategy..........................................................................12
c) Importance of communication..............................................................................................13
D) Employment legislation in UK ..........................................................................................13
Conclusion.....................................................................................................................................14
REFERENCES..............................................................................................................................16

Introduction
This project discuss importance of human resource management in different business
activities. They train and manage work force of organisation further it discuss about Purpose of
the HR functions, Importance of the HR to the organization, Role and responsibilities of Human
Resource Officer Advantages and disadvantages of the selection methods, Disadvantages of
selection methods, Improvements in current selection method, Person specification for role of
receptionist, Suitable advertisement medium, Advantages and disadvantage of print advertising,
Interview questions for the Receptionist and improvement in selection decision making process,
Graduate training scheme, Development opportunities for permanent employees, Flexible
working condition in Microsoft, Motivation of employees Employee Engagement, importance of
communication and employment legislation in UK.
TASK 1
a) Purpose of the HR. functions
The functions of HR mean recruit, manage and direct people who work in an
organization (Storey 2014).
 HR views employees as a part of organization. Job satisfaction and employees efficiency
is the main purpose of HR.
 Provide training after hiring maintaining the organization level.
 Planning companies policies, employees health and safety plan.
 Organize training and development activities to improve employees skills.
 To maintain the employee's satisfaction level to way communication is necessary.
 Place the right people at the right place (in organization ).
HR in 'Say it with chocolate' is committed to provide such environment where its employees can
work freely without any fear.
Importance of the HR to the organization:
HR department resolve the issues related to development of company, employees,
finance, organize growing workshops, etc. HR is a policy planner.
 Make the strategy and apply it (Lee and et.al 2014).
 HR set employee's salary according to their skills and similar to competitors.
 Hiring of smart and skilled employee reduce the company's cost, increase the turnover,
reduce attrition. HR much familiar with employees which help to retain employees.

 HR is responsible to provide safe and healthy working environment.
Importance of HR in 'Say it with chocolate' retain the skilled employees, provide smart salary
and resolve employee's issues.
Current problem in 'Say it with chocolate' is non experience staff. They have no experience of
increasing workforce. It has Unskilled employees who increase employee cost. For the further
growth organization appoint skilled worker and produce public taste.
b) Role and responsibilities of Human Resource Officer:
Prepare and maintain employees records, frame policies, laws, hire new employees are the
Human Resource responsibilities (Horwitz, 2015). As a HR in 'Say it with chocolate' role and
responsibilities;
 Recruitment: Employee recruitment is one of the main responsibilities of HR. Selection
of suitable worker for a required job. Skilled person selection in 'Say it with chocolate'
increase the turnover, reduce the attrition.
 Training: Conduct the training program for every new employee based on the
requirement of the job. In 'Say it with chocolate' a initial days training workshop arrange
for the new candidate to make their work easy.
 Professional Development: For the development of employees conducting employees
grooming workshop is a plus point for the employee as well as the company. 'Say it with
chocolate' is based in high unemployment area, so employee grooming workshop play a
important role for employees as well as company (Bainbridge and et.al 2017).
 Appraisals: Appraisal is the result of employee performance. It motivates employee to
do their work with enthusiasm. Appraisal is a monetary feedback of employee's work.
'Say it with chocolate' HR motivate its employees annually to do job with full potential to
give them monetary hike which is called appraisal.
 Maintaining Work Culture: As a HR of 'Say it with chocolate' it is my job to maintain a
healthy, safe and entertaining working environment. Open-door or two way
communication make employees more comfortable to arise their voice.
 Resolve Conflicts:Where many people work under one roof conflicts, there have their
own place. 'Say it with chocolate' HR responsibility to know what is the matter and help
them to solve the matter.

c) Advantages and disadvantages of the selection methods:
Selection method has some advantages:
 The selection focus on candidate, interview process, aptitude test of candidates.
Screening of the candidate according to their last working experience, projects handling
in last organization or during internship program (Najiand and et.al 2015).
 Appoint those employees who are eligible to fill specific job vacancies. Selection is a
easy process to choose right person for the requirement.
 Through the selection select right candidate reduce the each employee cost. Contribution
in high profit and turnover.
Disadvantages of selection methods:
 Main disadvantage of selection method is recruiter waste time to select right candidate
during long interview process. Selection trough job fairs, interview in bulk skilled
candidate avoid this selection process.
 Some time companies recruit internal candidate. They avoid to external recruitment. So
skilled and technical candidates do not appear in interview.
 External recruitment more expensive or consume more time. For the external recruitment
company has to spend more money in advertising for the vacancy. To save the money
and time company avoid external selection.
 Online recruitment process often do not give timely response. Interested candidate
cannot wait for the response and join other organization.
'Say it with chocolate' used interview selection method. Other selection method is aptitude test.
Aptitude test help to find candidate mentality level (Brewster and et.al 2016). Aptitude is a
helper to know how creative candidate is, forecasting the situations.
d) Improvements in current selection method:
Selection through interview process and percentage of school is old and outline selection
process. Verbal interview never create a clear image of candidate skills. Improvement in
selection process help to find talented employee. Finding: In interview selection process recruiter cannot come to know that how talented
candidate is. Fail to know perdition of future job forecasting. Make some fake scripts ,
question and create a fake story and give certain situation and ask question according to
situation. This activity help to know candidate mental level in unfair condition.

 Significance: Employer conduct interview process to decide which candidate more fit in
his job expectations. Interviewer has to make significant selection process. Group
discussion, knowledge of current technology like online searching test, help to make
selection interview process more significant (Brewster and et.al., 2016). These kinds of
selection process help to select skilled candidate.
 Practical Application: Practical selection process create the practical knowledge of the
candidate. Discuss a situation with data figure and want candidate opinion about the
discussed situation. Action on situation is necessary to know the candidate decision
making power.
TASK 2
a) Person specification for role of receptionist
Candidate has to know some competencies of high level post and use these in their work
role. During the selection process interviewer notice specific competencies. Receptionist has
some core responsibilities which are below:
Person specification : Receptionist
Core Competencies
 Communication-Soft speaker and good in communicate to visitors. Receptionist must
has good communication skills. Good communication attract the visitors and build a
neat company image.
 Friendly nature-Friendly nature attract the customers/visitors. A friendly environment
make everyone comfortable.
 Self- motivated-In negative situation never give-up. Its mean that some time situations
may be not in favour, in that situation he/she never loss hope.
 Organizer-Organize/manage different activities. Organizer mean manage company
activities like cultural activities (Bolman and Deal, 2017).
Experience:
 Give a warm welcome to visitors/guests and customers.
 Familiar with the role and responsibilities.

 Create a clear and positive company image in front of visitors.
 Experienced to handle the work pressure during the peak time.
Other responsibilities:
 Basic computer knowledge, good working command on MS Office to maintain the data.
 Punctual. Never underestimate the job responsibilities.
 Positive attitude towards the situation.
 Helping nature and good communication.
 Flexible to perform his/her work (Maderaand and et.al., 2017 Story).
Receptionist is a welcome gate of every organization. A humble nature, polite in words, have a
positive attitude. Change is the nature of business, so receptionist also has flexible nature
according to business requirements.
b) Suitable advertisement medium:
Advertising is the way of attract public attention. It is may be audio or visual communication
medium. Advertising is compulsory to sale and promote the product.
Types of Advertising:
Advertising has different types
 Print Advertising
 Broadcast Advertising
 Outdoor Advertising
 Digital Advertising.
For the 'Say it with chocolate' print Advertising is the best advertisement medium. Every buyer
can reach (Snell, Morriand and Bohlander, 2015).
Print Advertising: It the most famous advertising medium. Few print advertising are the part of
the print media Newspaper Advertising: It is the oldest and most part of print media. Newspapers are
published in the regional languages and national language as well. It is an economic
advertising media so every one can afford it. Magazine Advertising: IT is a more expensive media than newspaper. Everyone can not
easily reach these media. House wives, young generation generally read the magazine. Holdings: Holding advertising is another element of print media. Holdings besides the
road attract the public and they notice the product or brand name. Eg. 'Say it with

chocolate' has its holding for the product advertisement attract the target customers and
public come to know about the brand and product.
 Brochures: Published product brochures and distribute with newspapers and manually. It
has nominal cost. 'Say it with chocolate' print brochures and distribute it at every home
and office (Wehrmeyer, 2017).
c) Advantages and disadvantage of print advertising:
Advantages
 Magazine published once and twice in a month. So magazine is the beat media of print
media. It is a popular among the youngsters and house wives.
 Newspaper is a cheaply element of print media. It provides awareness of the product
particular area like rural or urban. Newspaper published in nation or regional languages
according to readers.
 In print media owner of the company can choose its own space for its product
advertisements according to his budget.
 Print advertisement has maximum readers' numbers compare to others medium.
Disadvantages:
 If 'Say it with chocolate' target worldwide buyers, then print advertising is not good
medium (Guinotand and et.al., 2016). Instead of print media digital advertising like
online advertising is the best medium of advertising.
 Print advertising is the time consuming medium. Planning for the right advertising space
according to budget is more time consuming activity.
 If ads published in a particular newspaper it frames limited numbers of readers.
 This world called as a digital world. In this situation huge numbers of users use mobile
not newspaper.
d) Interview questions for the Receptionist and improvement in selection decision making
process
Receptionist is the welcome face of many companies. Every visitors, guest, customers firstly
face the receptionist of the company. Before appoint the Receptionist interviewer ask few
questions:
 What do you know about the enterprise and producing product?
 Why you want to do reception or admin job?

 How do you manage your daily activities?
 What is the receptionist role in customer's first induction of the company?
 How your last job's value is beneficial for you in this company?
 If you face an angry customer or client, How will you handle that situation?
Improve the decision making process for a particular job like receptionist:
Decision-maker has information about interviews and his/her knowledge about the job.
Interviewer strongly know who is the more suitable candidate for the relevant job. Like for the
receptionist vacancy decision maker know what is their requirements and what kind of service
and product they are producing. In technical world company maintain all data in hard copy form,
so receptionist has MS Office knowledge to maintain the client's data. An entrepreneur keep his
mind very clear about job requirements and selected candidate improve his decision making
power.
TASK 3
A) Graduation training scheme
Graduate training scheme is offered by many company to train graduate. During this
period they offer them apprenticeship (Runhaarand and et.al., 2016). They evaluate there
performance. After that they make permanent decision to hire them. Some advantage of training
scheme are as follows.
Early earning potential: company offer them profitable packages. They give normal base salary,
and increase there salary according to potential and skill of employees. This help in increasing
self confidence among students. They will feel motivated and work efficiently. Company provide
different benefits like health care services, food services etc.
job security : these scheme offer graduate with permanent job. Company train them to fully
utilise there potential. During probational period they measure there performances. If a company
offer stable working conditions, this can develop employees. Company will offer competitive
salary.
Chance to work for big company : if employees are trained under big company. There work
experience will be mentioned in CV . This will have good influence on big companies. This will
help in building your reputation, it will be assumed that they are trained according to
professional working environment . Many companies offer employees to complete education.

Opportunities tow work abroad : individual get many big opportunities. Every multinational
companies have there office outside India (Bodenheimer and Pham, 2017). They give employees
opportunities to work in different place.
B) Development opportunities for permanent employees
Employees development is very important to achieve goals of organisation. There are
different ways to develop existing employees of organisation.
Create individual development plans : first step of this strategy is creating plan for development
of individual. They measure performance of employees and make improvement plans for them.
They consist of activities that individual will perform to overcome there weakness. Employees
from different background work in organisation, they have different targets. These plan provide
them guideline to achieve individual goals along with organisational goals.
Provide performance metrics : every individual should achieve standard target. As these
standards are achieved, set targets can be increased to get consistency in work of employees.
Managers help employees to achieve there performance target. Firstly manager should set small
targets and increase target within time. This will create accountability.
Provide opportunities to work outside : organisation have different departments. Employees
accept that they can only perform in particular department. They prepare employees to take new
responsibilities (Bodenheimer, Chen and Bennett, 2017). They are trained for overall
development, this will help them to enhance there performance. Responsibilities give
encouragement to deal with difficult situations.
Feedback : opinions of employees are taken regarding development plans. This can help
mangers to find opportunities for training employees. This tool help in growth and development
of employees. They give recommendation on improving developmental strategies.
Remove barriers : many organisation do not have flexibility in there structure. This make
difficult in testing ability of individual for all round development. This motivate employees to
work in open environment. Flexible environment help employees to grow and develop.
Link to professional network : if employees get professional mentor. They will guide employees
to develop themselves professionally. Mentors give them additional advice and training for work.
Mangers send there employees to workshop, to develop there skills.

c) Flexible working condition in Microsoft
There are different advantage of providing flexible working conditions for employees.
Flexibility in working conditions means providing with easy working conditions (Bratton and
Gold, 2017). Some of therm are as follows.
Flexibility to meet family needs : individual has to manage relationship outside business premises
also, if they get flexible working schedule they can manage both personal and professional life.
Management of time can solve different responsibilities of life.
Reduced consumption of employee commuting time and fuel costs : if employees are allowed to
work from home, this can save travelling time. They can get more time to focus on important
thing.
personal control over schedule and work environment : if employees can control there own
schedule, they can contribute there time to different skills.
Maintain priorities : individual have different priorities. They have to manage there work along
with there personal preferences.
Management of personal and professional life is very important for every individual. It is
very important to have satisfied employees. Employees throughout there life focus on there
professional carrier. If they get to mange there personal hobbies along with work they will be
happy (Brewster, 2017). If they chance to work from, they will get time to focus in various other
aspects of life. For women employees flexible working condition are very important. They can
mange there household work along with there professional work. This can reduce operating cost
of business. Workers can utilise there own devices to complete there work. Absenteeism of
employees can be reduced, as they have to work from home. It is important for rural area people,
who can not travel to city. Remote area people have more productive ideas. Adopting this
strategies provide flexibility to business, they have more people to choose from. This help to
reduce work life dissatisfaction among employees. Employees can rotate there hours, this will
provide them with good rest period. They will feel motivated and work with enthusiasm ( Storey,
2014).
d) Motivation of employees
Microsoft companies use different way to motivate employees. Motivated employees
work to successfully to achieve goals of organisation. Mangers find different way to motivate
employees some of them are as follows.

Offer good working conditions to employees : if they get satisfying working conditions, this will
motivate employees to work hard. Office premises must be kept clean and things should be
arranged properly (Buntin, Burke and Blumenthal, 2017).
Be a good manger : polite nature, honesty, trustworthy these characteristics make manger
responsible. Employees should feel free to share there problems with them. Knowledge and
practice make management effective. If you are good manger, subordinate will follow every
instructions.
Offering employees rewards : employees can be motivated, if managers offer them with
incentives. They can be provided with different benefits like bonus, flexible working hours, etc.
they will work hard to get reward from manager. This will more likely to increase there
performance level.
Flexible schedule: if employees complete there task before time. To reward there efficiency, they
must provide them with flexible working hours. This can motivate employees to complete there
target effectively and efficiently (Lee and et.al 2014). This can even help to employees to
progress.
Recognition for their achievement : every employees want to be appreciated for there
performance. Mangers can address there performance in general meeting of company. This will
motivate employees to work hard and achieve target.
TASK 4
A) Employee Engagement
This contract between employee and organisation. This describe both quality and quantity
responsibilities of employees. Breach of this contract, give power to take any legal actions
against employees (Cascio, 2018). Engaged employee has positive attitude towards his work.
This can be challenging. This provide job satisfaction among employees. This contract describe
different ways in which goals of organisation can be achieved. All employees in organisation
should give there best to achieve target of organisation. This describe that employees are fully
committed towards there work. This agreement is relation of trust between both employee and
employer. Mangers motive employee to achieve goals and targets of organisation. This
engagement promote employees to work in team. This agreement has all rules and regulations
regarding job and organisation. This has clear description of strategies that are used by
organisation to achieve there target. This help in receiving feed back from employees. They give

suggestions about skill development plans. Motivated employees help in improving business
conditions. Quality of work can be increased by proving different perks to employees. This give
clear description about work. If they are committed towards there work, this can reduce
absenteeism of employees. Innovation of work and ideas are done by employees. They provide
suggestions to improve there product and services. This create consistency in performance of
employees. Employees feel proud about there work. This can increase productivity and
performance of employees. Individually contribute to achieve goals. Proper planning can give
success to organisation.
b) Employee engagement as internal strategy
Worker are the face of company, they are the one who have direct interaction with
customers. They present the products and services that are delivered by the firm. In this context,
employees need to have skills that support the firm to grow in effective manner. Employee
engagement enables the business attain the goals and objectives (Madera and et.al 2017). There
are certain set of goals that are set by the business and with proper support from employees it
help the firm to raise their sales and profitability. In order to make workers engage, it is essential
that the business understands the issues or problems that are faced by workers. In this process, it
is important to have strong relationship with employees. When issues faced by workers are
identified, then employees develop positive perception within their mind and they put on their
full efforts to perform their roles and responsibilities.
c) Importance of communication
This process help in expressing ideas and opinions. It is require at all level of
management. Effective communication help in smooth functioning of organisation. Some
importance of communications are as follows
motivation :it give clarity of instructions to employees. This motivate employees to complete
work on time. Manager give instruction to employees and take feedback from them, this
increase productivity.
Source of information : this provide employees with information regarding work. On basis of
these instruction managers make important decision of organisation. They observe every
opportunities and select best alternate from them.