HRM Report: HR Functions, Selection, and Employee Engagement

This report provides a comprehensive analysis of human resource management (HRM) practices, focusing on Chocola Fantastica and Microsoft. It examines the purpose and importance of various HR functions, including recruitment, training, and reward management. The report critically reviews selection methods like aptitude tests and informal interviews, proposing improvements such as structured interviews and the STAR method. It also develops a person specification for a receptionist role and evaluates job advertising methods, recommending social media. Furthermore, the report analyzes the benefits of training, internships, and flexible working arrangements, emphasizing their positive impact on employee loyalty and retention. It explores employee engagement strategies, highlighting the importance of communication, teamwork, and consistent information exchange. Finally, the report examines the influence of UK employment legislation on HR decision-making, covering acts such as the Equal Pay Act, the National Minimum Wage Act, and the Sex Discrimination Act.

HUMAN RESOURCE
MANAGEMENT

EXECUTIVE SUMMARY
Human resource management plays an important role in any organisation. HR manager is
responsible for employee benefits, hiring, planning, training and developing employees skills and
knowledge. The report below is based on Chocola Fantastica and Microsoft.
One of the key requirements of the report included purpose, importance and function of
HR function along with strength and weakness of selection methods, person specification,
benefits and limitations of present method of advertising jobs. From the report it was found that
the functions of human resource manager are recruitment, training, performance appraisal,
reward management, and so forth. Furthermore, aptitude tests and informal interviews were
identified as selection methods and were critically reviewed as per their strengths and
weaknesses. Moreover, as per recommendations, STAR Method is recommended to the
company.
The report also required development of person specification for role of receptionist, and
current method of advertising methods used by the organisation and suitable recommendation. It
was found that the firm uses internal as well as notice board advertising to promote the job role
vacancy. However, after detailed comparison of methods like newspaper advertising and social
media, the latter was recommended to Microsoft, due to having effective advantages for the firm
with respect to the job role which they are advertising.
Examination of benefits of training, internships and flexible working hours was also
required within the report. It was found from the examination of these aspects, that flexible
working hours are beneficial for employees, as they become loyal towards the organisation and
get retained effectively. In addition, training and internships allow students to appropriately
explore the workplace life within the company. Moreover, both these arrangements has
exceptional benefits for both employers and employees, which is advantageous to the company
in long run, in terms of productivity and profitability.
Furthermore, the report also needed analysis of employee engagement, along with
internal and external factors affecting HRM Decision Making and employment legislations.
Approaches for engaging workers were analysed, which reflected, that network, communication,
teamwork and consistent information exchanges help the firm in engaging employees in a better
manner. Moreover, certain employment legislations, such as Equal Pay act 1970, The National
minimum Wage Act, 1998 and Sex Discrimination Act, 1975 were analysed, which reflected that

each of these act influences reward system, recruitment as well as training and development,
respectively.

TABLE OF CONTENTS
EXECUTIVE SUMMARY ............................................................................................................2
TABLE OF CONTENTS.................................................................................................................4
INTRODUCTION...........................................................................................................................1
TASK 1 ...........................................................................................................................................1
A) Purpose and importance of different HR functions................................................................1
B) Selection method's Strengths and weakness..........................................................................2
C) 2 improvement in selection process........................................................................................3
TASK 2............................................................................................................................................4
A)Person specification for the role..............................................................................................4
B) Current methods of advertising jobs Advantages and disadvantages.....................................6
C) Recommended job advertisement...........................................................................................8
TASK 3............................................................................................................................................9
A) Graduate training schemes and internship benefits to both employees and Microsoft..........9
B) Flexible working arrangements at Microsoft........................................................................10
C) Microsoft motivates workers by designing job roles............................................................11
TASK 4 .........................................................................................................................................12
A) Employee engagement and its important in effective employee relations in Microsoft......12
B) Evaluation of the key approaches to engaging workers and the approaches that improve
communication in the workplace...............................................................................................12
C) UK employment legislations and its influence on HR decision making..............................14
CONCLUSION..............................................................................................................................14
REFERENCES..............................................................................................................................16

INTRODUCTION
Human resource management is a procedure of managing people of the business(Human
resource management, 2019). There are various responsibilities that HR manager of an
organisation perform such as hiring, recruiting, planning, organising, directing, reward
management, performance appraisal, conflict resolution and provide employee benefits in order
to motivate them and improve performance of the employees (Meijerink, Bondarouk and Lepak,
2016). All these functions help employees in satisfaction of job, retention, increase performance
and utilize the resources effectively and efficiently. Present study is based on ‘Chocola
Fantastica’ and Microsoft, they need suggestions and understanding of different HR functions
and their purpose in workforce planning and resourcing. ‘Chocola Fantastica’ company wants to
expand its business in other areas for which company need a suitable recruitment and selection
method. Report will include selection and recruitment methods strengths and weakness that
company uses, benefits of different HR practices to employees and employers and how they are
raise productivity and profitability of company. Further report will also include importance of
employee relation and how it influence decision making of HR. Some employees legislation act
are also highlighted which affect decision of HR manager. Lastly report will include an
application of HRM practice with specific examples.
TASK 1
A) Purpose and importance of different HR functions
Human resource management is a process that is used to manage a business as well as
employees within the organisation. Furthermore, they are required to appropriately ensure that
each employee within the company provides maximum outcome to the firm along with achieving
their personal and professional objectives for growth and development.
There are several purposes of an HR. As an example, they are required to maintain
positive relations within the organisation between employers as well as employees. Another
purpose of HR is to ensure that each legislation associated with employees and workforce are
complied effectively. The purpose reflecting positive relations would help in developing a sense
of loyalty within the employees of Chocola Fantastica and hence, the firm would experience
relief in its problem of staff turnover. Moreover, compliance with several legislations would
ensure rightful delivery of products to customers, hence, reduction in amount of long standing
customers.
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Along with these purposes, there are various functions that HR manager of Chocola
Fantastica company perform and are as follows:
 Recruitment: HR is responsible in recruiting the best talents from the pool and it is the
important function of HR manager. The main aim is to attract right applicants suitable for
the job offered and selecting them according to the qualification required. Chocola
Fantastica HR need to recruit candidates who are suitable for the respected job and have
preferred skills and knowledge(Bello‐Pintado, 2015). It is important for company to hire
persons who are able to maximise the profits and productivity of company.
 Training and development: HR of Chocola Fantastica provide training and
development sessions to the respective employees in order to gain skills and knowledge.
HR is responsible to provide training session to keep employees and mangers update
about the change in external environment. The main aim of this function is to increase the
knowledge and skills of the working employee so that they perform better and achieve
business objective. It is very essential to provide the respective training and development
sessions to the employees in order to retain them for longer period and provide value to
them (Valeau and Paillé, 2017).
 Reward management: HR manager need to give reward to employees for their good
performance. The main aim of this is the evaluation of performance of employees and
rewarding them for their hard work. Chocola Fantastica HR manager need to reward
employees like promotion, appreciation, bonuses, gifts etc. It is important for company to
provide reward to employee so that they feel motivated and valued and will perform
better to achieve goals.
Chocola Fantastica company want to expand its business in other areas. Company is
rapidly increasing along with employee turnover is also increasing. For expanding in future
company need fresh talents in the organisation, recruitment function of HR will be very
important for them (Berman And et.al., 2019).
B) Selection method's Strengths and weakness
Selection:
It is a process of selecting suitable candidates from the pool of candidates for the job
profile. It refers to choosing suitable candidates based on the qualification and selecting them for
vacant position. Chocola Fantastica need to select the most suitable candidates who is able to
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perform the given task better and is self motivated in achieving business objectives and goals.
There are various methods used by Chocola Fantastica to select candidates are:
 Aptitude test: It is used to identify potential of individual to succeed in particular task
with prior training and knowledge. Chocola Fantastica also use aptitude test for selecting
candidates (DeCenzo, Robbins and Verhulst, 2016). Company has created created own
assessment test which applicants complete on line or in person on English comprehension
and maths. There are some strengths and weakness of aptitude test that are given below:-
Strengths Weakness
 Strength of candidate is identified and
provides better understanding of
candidate.
 It helps Chocola Fantastica company to
hire candidates for different profiles on
the basis of their test results.
 It is time consuming process.
 Actual capability of candidate is not
known for example, a candidate is
brilliant but not able to pass the test and
an average candidate is able to pass the
test (John. and Taylor, 2016).
 Informal interview: It is a casual meeting with the candidates such as over coffee or
lunch. It is unstructured interview, it is not traditional job interview but the aim of the
interview remains same whether a candidate is suitable for the organisation or not.
Chocola Fantastica company conducts informal interview of 15 minutes and decide to
hire the person or not. There are strengths and weakness for informal interviews:
Strengths Weaknesses
 It provides better understanding of
individual.
 It is comfortable and more flexible.
 There is a chance to get distracted from
the interview.
 It is a costly process.
C) 2 improvement in selection process
It is very essential for Chocola Fantastica to select right employees for right profile
because they are the reason behind the success of the company. Selecting right employees rises
profitability and productivity of the company, as well as ensure that customers are served in a
better and more effective manner (Noe and et.al., 2017). To attain this purpose, there are 2
3

improvements which need to be made by Chocola Fantastica in selecting employees which are a
follows:
 Structured interview: Chocola Fantastica needs to follow formal interview method to
select the employees. Under this method, a set of questions, job responsibilities and
personal interest are formulated and methods of evaluation are decided. It is beneficial for
company to conduct formal interview as it helps in identifying the potential of an
individual, who could contribute the most to the job and would remain engaged with the
company as per the firm's requirements. It is the most common method used by
organisations in selecting potential candidate. It is beneficial for company in identifying
effectiveness, consistency, fairness and legal protection. However, its disadvantage is that
it consumes a lot of time, which could be improvised through setting up questions and
time frame beforehand.
 STAR method: Chocola Fantastica needs to use this method which is used to describe a
specific situation, task, action and result. It is beneficial for company in judging
employees productivity and efficiency (Reiche and et.al., 2016). In this method candidate
is put in a situation which an individual need to encounter, then candidate think of the
task which need to be performed and take strategic actions. After the situation is solved
then interviewer analyse the performance of the candidate and decide whether an
individual has potential to do the job or not. It is beneficial in terms of making employees
familiar with the kind of environment in which they are required to work in, as well as
what is expected of them. However, its weakness is that it is quite costly, which would
require the firm to set up appropriate budget and prerequisite resources to carry out this
method appropriately.
Out of the two methods, STAR method must be used by the firm in acquiring new talent
for the company. This is because, it would allow the firm to judge employees in a better manner,
along with giving effective experience to candidates regarding how the firm functions, so that
they could make better decisions. This two-way benefit would ensure longer engagement of
employees within the company that would reduce staff turnover.
TASK 2
A)Person specification for the role
Job Title:- Receptionist Department:- Administration
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Criteria Essential Desirable Level of Skill
Skills required
Verbal and
written
communication
skills
Problem
solving skills
Excellent IT
skills
Ability to work
under pressure.
Telephonic
skills
Yes
Yes
Yes
Yes
Yes
Intermediate
Expert
Expert
Intermediate
Expert
Attainment
Graduate in any
subject
Yes
Knowledge
Having
knowledge of
word and excel.
Yes
Yes
Intermediate
5

Having
knowledge of
PowerPoint
presentation
Beginner
Relevant
experience
Having
experience of 3
years in this job
role in good
organisation
Having
Experience in
conducting
meetings
Experience in
customer
service support
Yes
Yes
Yes
Intermediate
Expert
Expert
Disposition
Work as a part
of team
Flexibility in
work
Interested in
giving
Yes
Yes
Yes
Expert
Intermediate
Intermediate
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B) Current methods of advertising jobs Advantages and disadvantages
Internally within the company:-
Advantages Disadvantages
 Less time consumption is there for
hiring the candidate
 Less cost is acquired
 People are familiar with the culture of
the organisation
 Employee become more engaged
towards there work(John and Taylor,
2016).
 Employees retain for long period
 Less paperwork is involved
 Company is already aware about the
strength and weaknesses of the
candidates.
 Limited number of potential candidates
are there.
 It can create discord in the organisation
 Lack of qualified candidates from
different fields
 Lack of innovation and fresh thinking
 Recruiting from a team can result in
poor performance of the group.
 It creates another vacancy for the post
that selected employee have left
Externally within the organisation (Notice Board):-
Advantages Disadvantages
 Company can have new skilled
employees that can help in growth of
the firm(Meijerink, Bondarouk and
Lepak, 2016)
 There are number of candidates and
company can select the best one
 Company can compete in market with
the help of new skilled employees who
are having risk taking ability.
 Good ideas and be generated that are
 Candidates may have limited
understanding about the company and
its culture.
 High cost is involved for advertising
and then hiring
 It is also time consuming as post
advertisement is required in order to
have best possible candidates.
 Process of selection may or may not
come up with the best possible
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new to the organisation.
 People may have huge experience for
the respected field.
candidates(Bello‐Pintado, 2015).
C) Recommended job advertisement
There are different ways to advertise for the recruitment of vacant position in an
appropriate manner. However, one of the best ways according to present market conditions is
social media platform. Several advantages associated with this methods are mentioned below:
 It increases the job visibility:- For the respected post advertisement on social media is
helpful to increase the job visibility as number of people are active on social sites and
search for vacant positions. It helps to attract and recruit the talented candidates as it
gives the platform for the company to choose the candidates according to its job
description.
 High Quality candidates:- Many of the experienced candidates apply for the vacant jobs
by viewing the advertisements on social media. This helps the firms to select the best
possible candidates having quality of skills that can become benefit for there
organisation.
However, there are certain cons associated with this method as well. These are discussed
as under:
 Lack of Privacy:- With social media, there is high threat to private information of
applicants in case they inquire anything related to the job advertisement. Moreover, social
media does not provide any privacy in case applicants share their personal information
with the firm.
 Inappropriate Targetting:- Another disadvantage associated with the same is that the
company could not target a specific market as the advertisement could be viewed by all.
This might cause roadblock within acquiring right candidate for the job.
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Another method by which the firm could advertise the job opening is through
newspapers. The certain advantages associated with the same are discussed below:
 Accuracy:- With newspapers, the firm could accurately deliver its advertisement of job
vacancy, with giving exact and effective information about the nature of role, applicant
requirements, etc.
 Precision:- Another aspect within the same is related to having precise information
included within the advertisement, which would save both money and time of the
company.
Disadvantages related to this method are described below:
 Limited Readership:- In today's era, news is available on smartphones, which has
reduced readership in context with newspapers.
 Ineffective Ad Placement:- There is no control of the organisation in relation to ad
placement regarding their job vacancy advertisement, which could cause ignorance
amongst readers.
As per the analysis above, the firm must adopt social media as its advertising method.
This is because it could refer email addresses for individuals to respond to their advertisement,
which would remove the weakness associated with the method. Moreover, the firm could ensure
proper communication channel linking up to their website where they could track the traffic and
appropriately track effective individuals.
TASK 3
A) Graduate training schemes and internship benefits to both employees and Microsoft
Microsoft is providing different internship opportunity to graduates that is full time and
also part time. Interns at Microsoft get opportunity to work on different projects that helps the
graduates to enhance there various skills. These are real projects and students work for Microsoft
by having lots of challenging tasks from day one. This helps the interns to build their natural
talent and become extraordinary in there respected fields.
These training programs are benefiting the students in following ways:-
 Training Programs at Microsoft are benefiting the students as they gain valuable work
experience that is a real work experience.
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 Skills related to communications, Teamwork and computer get enhanced that can help
the student in near future. This also help to prepare the students to enter in any workforce.
 They get chance to explore a career path so that they can make decision regarding the
field they want to work in(Berman And et.al., 2019).
 This also helps the students to identify its strength and weakness as during the internship
students usually make lots of mistakes.
 If Microsoft feel that student is having good skills and confidence to work with the
company then they hire the student as there employee.
Internship programs benefit Microsoft in following ways:-
 Interns are the best and affordable option for Microsoft that can handle the workload in
effective manner.
 In order to learn the new things interns are ready to take tasks in there hands that helps
other employees and employers to manage there tasks.
 Intern program at Microsoft also helps in recruiting the potential candidates as they are
having options to hire these trained students for various post as all the interns are having
knowledge about the working culture.
 As just having bookish knowledge is not enough to work in the firm. Interns are having
updates of the company and proper training about the work and culture of the firm and
this is more beneficial for Microsoft in order to hire the candidates(DeCenzo, Robbins
and Verhulst, 2016).
B) Flexible working arrangements at Microsoft
Within Microsoft, there are several flexible working arrangements which the firm offers
to its employees. These aspects help the workforce in achieving an effective Work-Life Balance.
Staff could access these arrangements through extensive resources, referral services and leave
policies provided by the company. The first arrangement within flexibility which the firm
provides its employees is related to choosing the location they wish to work in. Moreover, it
gives leaves for new parents, caregivers, vacations and holidays, which provides flexibility to the
workforce.
There are several benefits associated to the employer, which are explained below:
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 With such flexibility induced within working, employees would tend to take less leaves,
which would ensure reduction in absenteeism. This is because their dedication would
enhance seeing such appropriate arrangement for the employees.
 Another benefit perceived is related to productivity boost. Employees working with their
own convenience would work more effectively and with increased determination,
resulting in better outcomes.
Benefits to employees/students are discussed below:
 One of the most essential benefits experienced by employees is their they don't have to
work n a set schedule and could take time out for their personal arrangements and thus, it
would result in reduce stress.
 Another benefit to employees is that flexible working of employers would empower the
workforce. This is because they would be able to manage their own time, which would
induce a sense of empowerment within them.
C) Microsoft motivates workers by designing job roles
Microsoft designs the respective job role according to employees so that they are able to
complete there tasks on time and with efficiency without feeling any work pressure. They design
job in following ways in order to motivate the employees:-
 Microsoft is designing the job role according to the skills of the employees so that they
do not work under pressure(John. and Taylor, 2016).
 Employees get motivated if its team members are using diverse skills so Microsoft helps
the employees in developing new skills by conducting different training programs.
 Employees are getting freedom to schedule there tasks in accordance with there ability.
They are free to make there own decisions that boost up there productivity.
Job roles within Microsoft are appropriately designed in ways which increase functioning
and working capacity of the firm. As mentioned above, the firm designs job roles as per the skills
of employees. This has specific process within the company. For instance, job roles, including
their requirements are assessed appropriately at first. Then each candidate is appropriately
evaluated in terms of their skills and competence, which are essential for the role. Moreover,
these skills are compared against the requirement and those individuals are selected which fit the
requirement.
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These methods appropriately motivates employees, as only those jobs are offered to them
in which they perform at par level with the expectation of the firm. Thus, without dragging an
individual outside their comfort zone, Microsoft adopts the approach of hiring employees which
best suits the profile, hence motivating them all the same.
TASK 4
A) Employee engagement and its important in effective employee relations in Microsoft
Employee relations refer to efforts of a company in terms of managing relationships
within the company between both employers as well as employees. Employee engagement, on
the other hand, is concerned with describing that relationship between these two entities. An
engaged employee is always motivated in order to accomplish their organization's goals and
objectives. Engaged employees work with efficiency and effectiveness which helps them in
overcoming their competition. Also, it helps them in better decision making (Stewart and Brown,
2019).
Employee engagement plays a crucial role for effective employee relations in Microsoft
because it incubates the feeling of teamwork within the employees which not only helps in
improving their relationship but also help in achievement of goals and objectives efficiently.
An engaged employee always work towards the completion of job assigned to them and
thus it helps in improving their relationship with other team members. As a result, it not only
helps in improving relationship within the employees but also helps in promoting team work and
good organizational culture.
Moreover, employee engagement also leads to good leadership, decision making and
transparent communication which further improves the overall relationship between all the
workforce in the company (Wilton, 2016).
B) Evaluation of the key approaches to engaging workers and the approaches that improve
communication in the workplace.
Microsoft company always emphasized on improving communication as it would help in
increasing the productivity of the working staff. Microsoft uses various tools like Yammer,
Microsoft teams, Share-Point and Microsoft stream in order to make improvement in the
communication in their workplace.
The different Key approaches in engaging the workers in the organization are
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 Engagement and Connection:- It is one of the most effective approaches which
Microsoft has adopted in order to engage its workers. Within this approach, the firm is
emphasizing on building a complete network within the overall organisation, which
ensures an infinite connection between employees at all levels. To accomplish this
approach effectively, the company uses Yammer as a solution, which would help the firm
in ensuring transparency, along with creation of communities as well as crowdsourcing.
The pros of this approach includes increased communication and enhanced communities,
which keep each and every individual connected. On the other hand, cons within this
approach include confidentiality and privacy amongst the organisation.
 Teamwork:- It is another another that helps all the employees to continuously stay in
touch with their co-workers in order to accomplish their assigned tasks effectively
through creation of a hub. This incubates a feeling of team work within the company and
further increases their overall efficiency. It also avoids overlapping of task and helps the
organization in optimum utilization of resources. For this purpose, Microsoft Teams has
been used by the organisation. Its advantage to the company is that it allows
customisation of workspace which allows people to build appropriate teams as per their
convenience. However, its disadvantage is associated with inappropriate planning due to
limited service of the same within the solution. This is because new tools are required to
be used and included by employees in case they wish to plan a new project.
 Consistent Information Exchange:- Yet another approach of the company helps the
employees in easy sharing of files, documents and other information to their co-workers
which can help in easy communication. It keeps all the employees up to date by
providing them with relevant information and news. For this, SharePoint is used by the
company, which also helps its employees in interactive search and contributes towards
easy completion of tasks (Reiche and et.al., 2016). This brings efficiency in context with
sharing of information. However, it still limits the privacy context within the workplace,
which is a major concern for the confidential information within the company.
 Appropriate Communication:- It allows the employees to create, discover and share
relevant videos with their team members in a secured environment, through use of
Microsoft Stream. It also sharing of videos within the entire company which is very
beneficial. Its advantage is that it plays a huge role in improving relationship within the
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employees by adequate collaboration and coordination within them. However, it is a time
consuming process, which requires better connectivity that could be disadvantageous for
the firm at times of emergencies.
C) UK employment legislations and its influence on HR decision making
 Equal Pay act 1970:- According to this law all the employees irrespective of men or
women must get equal pay for the work they do. HR have to provide equal wages to the
employees working in the company without gender discrimination. This effectively
influence the reward system within the company as the company is obliged to provide
equal opportunities to its employees, along with homogeneity in incentive schemes.
 The National minimum wage act, 1998:- Employees must get the minimum wages they
deserve for the job according to this act. HR provide minimum wages to all the
employees so that they can fulfill there basic needs (Stephenson and Persadie,2019). This
influences the recruitment within the company. This is because, in compliance with this
law, the firm is require to specify the wage rate to each of the applicants, which must be
provided as allowed within this legislation.
 Sex Discrimination act 1975:- According to this act employees can protest if any gender
discrimination is there. HR manager have to organize the working environment in such
way that employees are not feeling discriminated with respect to their genders. It
influences training and development within Microsoft, as they are required to provide
equal training programmes and seminars to both its male as well as female staff
members. Moreover, they are also required to set equal standards for outcomes within
these programmes to ensure collective and equal growth and development.
CONCLUSION
From the above report it is been concluded that there are various functions performed by
HR managers. Selection methods are having different strengths and weakness. Improvement in
selection process are required for having good employees. There are different advantages and
disadvantages of current method of advertising internally or externally. Graduate training
schemes and internship is beneficial to both employees and Microsoft. Flexible working
arrangements at Microsoft helps to improve employees performance. This company also
14

motivates the staff by designing job roles so that they work effectively. Report also defines the
term employee engagement and its importance for effective employee relations. Report evaluated
the key approaches in order to engage workers. There are different key elements of UK
employment legislation and its influence on HR decision making that help in proper management
of the company.
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REFERENCES
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processes, and problems. CQ Press.
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New York, NY: McGraw-Hill Education.
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Taylor & Francis.
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Valeau, P .J. and Paillé, P., 2017. The management of professional employees: linking
progressive HRM practices, cognitive orientations and organizational citizenship behavior.
The international journal of human resource management. pp.1-27.
Wilton, N., 2016. An introduction to human resource management. Sage.
Stephenson, J. and Persadie, N., 2019. Anti-discrimination legislation in the Caribbean: is
everyone protected?.Equality, Diversity and Inclusion: An International Journal.
ONLINE
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