Human Resource Management Report: Chocolate Presence and Microsoft

This report provides a comprehensive analysis of human resource management (HRM) practices, focusing on two companies: Chocolate Presence and Microsoft. It begins by outlining the purpose and importance of HR functions, including recruitment, training, and employee relations, within the context of Chocolate Presence's rapid growth. The report then delves into the strengths and weaknesses of Chocolate Presence's selection methods, specifically the assessment and interview processes, and suggests potential improvements, such as aptitude tests and structured interviews. The report also includes a job specification for a receptionist role. Furthermore, it examines the advantages and disadvantages of internal job advertising. The report then transitions to Microsoft, exploring graduate training schemes, flexible working arrangements, and motivational theories. It also discusses employee engagement strategies and concludes with a summary of key findings and recommendations.

HUMAN RESOURCE
MANAGEMENT

Table of Contents
INTRODUCTION...........................................................................................................................3
TASK 1............................................................................................................................................4
a)Purpose of HR function and its importance in the organisation -............................................4
b)Strength and Weakness of the selection method used by organisation -.................................5
c)Potential improvement made by chocolate presence to enhance its selection process ..........7
TASK2.............................................................................................................................................8
B)Advantages and disadvantages of current advertising jobs in the organisation ...................10
c)Recommend the job advertising for the receptionist vacancy to be placed...........................11
TASK3...........................................................................................................................................11
Microsoft offer graduate training schemes and internships and benefits to both organization
and employees of schemes........................................................................................................12
Flexible working arrangements for staff and benefits of offering these to both Microsoft and
its employees.............................................................................................................................12
Microsoft is generally flexible with work hours or arrangements, however needs to include
remote opportunities as an accepted part of the culture............................................................13
Motivational theory for the support of the employees..............................................................14
How the Microsoft company motivates the employees............................................................15
Task 4 ............................................................................................................................................16
a) Meaning Of Employee Engagement and its effective relations in Microsoft - ....................16
The key approaches to engaging workers.................................................................................17
CONCLUSION .............................................................................................................................17
REFERENCE ................................................................................................................................19

INTRODUCTION
Human resource management is a term which refers to the process of developing
employees and hiring them from which they become more important for the organisation. It
includes the recruiting, selecting, inducting the employees. It provides training and
development of the employees. Chocolate presence is fastest growing company that provides
chocolate based greeting cards across the world. Its packaging and distribution team is
performing very well in market.
Microsoft corporation is a public traded organisation which is commonly known for their
producing and sale of their windows operating system. There are so many software
programmes such as Microsoft programmes, outlooks and internet explorer. This report will
study on the purpose, importance and functions of the HR in the organisation. It also shows the
strength and weakness of the selection method and potential improvements to enhance the
selection process. It highlighted the person's specification for job role and advantages and
disadvantages of the advertising in job in the organisation. It offers the graduate scheme's
training and internship for the benefit of the organisation and its employees. It also shows the
flexible working environment for employees and motivational theory for the support and
benefit of the employee. It shows the detailed about the employee engagement and key
approaches of the employees in the organisation.
TASK 1
a) Purpose of HR function and its importance in the organisation -
Human Resource is described for both the people working in the company and organisation
and department responsible for managing the resources of the company. HR management helps
the company to gain a competitive advantage. Chocolate Presence company is rapidly expanding
its organisation and they are based on highly unemployed area, so the role of HR is important in
terms of following purpose -
1. Recruitment and Selection: Recruitment is a process of seeing capabilities, potential
and qualified candidates to attain a particular task. HR officer of the Chocolate presence
company recruit or select such candidates which they feel that candidates complete a
particular task and achieve company goal (Albrecht. and et.al., 2015). A proper
assessment test is organised to check the learning and knowledge of candidates and then a
proper procedure of recruitment is done. The main purpose of recruitment is to give

chance to deserving candidates to perform wells and show their skills and capabilities in
the organisation.
2. Orientation and Training & Development: Chocolate presence company provide a
proper orientation to the candidates so that they can easily adjust in the work environment
and work assign to them. Training session is given to them to understand the company
workings and the targets which they have to fulfil in the organisation. The purpose of the
company is to give proper training so that they take their own decision in case when
seniors are not there to guide them.
3. Maintaining Good working condition and reward: It is the responsibility of the HR
officer to provide a good working condition to the employees and motivate them, so that
employees itself feel comfortable and work to beat the given targets. Company provides
various welfare benefits to the employees to motivate them to work and expected them to
maintain honestly in the company important matters. The purpose is to motivate
employees to achieve new height in the company and also give example to other
employees to work hard and achieve success (Larsen, 2017).
4. Managing Employee Relation and performance: Chocolate presence company
organise activities or day out plan for employees so that they feel comfortable with each
other and understand them well. As task completed with good team and good team only
establishes if they all are comfortable with each other views, thoughts and ideas. The
purpose of the company is to make unity in the company important decision so that each
team member support each other when the work load and targets are given.
Importance of HR Function in the Organisation ~
 One of the major problem faced by company is that there are number of administration
and production vacancy. Through HR function of recruitment company can resolve this
issue quickly. HR officer of Chocolate Presence company appoints a strategic
management department to minutely examine employee and their work and help them in
such cases when there are no senior officer or leaders.
 Most of the candidates have complained about fairness of test. This is another major issue
in the firm that can be resolved by applying effective selection practices so that fair
decision can be taken by Chocolate presence. The major importance is that the skilled

and educated employees has given a proper place in the company work and also
opportunities of increment has increased to motivate employees.
 Chocolate Presence company raise the appraisal to the employees who perform well in
their work and achieve their targets before time.
b) Strength and Weakness of the selection method used by organisation -
Chocolate Presence company uses 2 methods to choose an appropriate candidate:
Assessment Method: As company is based on unemployed area, so a lot of applications are
received by the candidates for various post, to decide or select the proper candidate for proper
post, company choose the assessment method to test the capability and knowledge of the
candidate by appearing in the exams and the test include the section of Maths and English and
also have to achieve above 50% marks (Powell and et.al., 2017).
Strength Weakness
By this way company can understand
abilities, knowledge and understanding
power of the candidates that if any work
assigns to them how they fulfil it, what are
the criteria they implement on it also it
reflects their time management because a
proper time is allocated to everyone and
they all have to finish in a given time.
The capabilities of the candidate are
judged by the exam as if the person is
more capable and skilled but still can't
crack the exam, is not selected which
result in a big question on their
knowledge as every person is not
efficient enough to clear the exam but
still some jobs are based on their
experience as well (Binyamin. and
Carmeli, 2017).
Interview Method: This method is used to find out the overall suitability of candidates in the
job. It also gives opportunity to the HR managers of the Chocolate Presence company to provide
some information or working operation to the candidate. It has following aspect -
Strength Weakness
Through this method firm can understand
the complete structure of the candidate
profile such as family background, future
Sometimes the level of interview are
so high which candidates can't handle.
The candidates can't answer the

plans and also their interest in the job and
how they fulfil the targets because the
candidate are cross examined in the
interview and various questions are asked
which reflect the knowledge of that
candidate and also examine the potential of
working in the company(Powell and et.al.,
2017).
question raised by HR officer because
it intentionally asks such question to
check the capability of the candidate
and for that sometimes it results in
rejection of person which results in
facing depression or insulting for not
clearing the interview

c)Potential improvement made by chocolate presence to enhance its selection process
Chocolate Presence company has to improve their selection process criteria experiencing
the current problem arises in the company which are listed in following manner -
Applying Aptitude Test Method:
 Before asking the candidate to appear in assessment exams, review their needs and
position in the previous company (D'Souza. and Gurin, 2016). Check their performance
report and stamina to work in the organisation and the criteria which they used to achieve
the targets of the company.
 By this way firm can get to know actual capability, skills of person. This would support
in selecting the best candidate in organisation.
 Company can change the criteria of analysing the deserving candidate as most of the
talented people can't clear the exam but they are hard working so person who can't clear
exams also given another opportunity to prove them and grab the chance to work with the
Chocolate Presence company.
Selection and interview Test:
 Question should be asked according to their educational background and if in case of
unemployed person then the knowledge of work which they are having relevant to the
work department (Larsen, 2017).
 Interview is based on structural bases as interviewer should ask straight questions and
also present some situation as if this happens in the company how will you solve it or
face it to balance the reputation of the Chocolate presence company.
 As the candidates are unemployed so the person who is taking interview should be highly
educated and experienced so that it can relevant information of the company working to
the candidate and expose all the factors which the company is facing so that if the
candidate are willing to join the company they are familiar with all the aspects of the
company and their working structure.
TASK2
A)

Persons specification
Company name: Chocolate presence
Job post: Receptionist

Criteria Essential Desirable
Qualifications
Bachelors’ degree in business.
Masters’ degree in business or human resource management or
related field.
E
E
Skills/competencies
Strong communication skills.
Confident in inter personnel interaction.
Capability to lead or understand the constant change in
environment.
Focus on customers.
Attention to every detail & high level of accuracy.
Highly developed teamwork skills.
Strong command on computer (Sivasubramanian. 2016).
Fluent in any particular (English) language.
E
E
E
E
E
D
D
Overview of Job requirements
Development of overall answering or referring inquiries.
Analyse the direct visitors and properly guide them.
Maintaining security and greeting the visitors.
Listening to the customers properly manage them.
Speak clearly and friendly way over face to face or on a phone
call.
E
E
E
D
Experience
Required
Minimum 2 years experience required.
Experience of managing and supervising a professional staff.
E
D
Key accountabilities
Identify the research and resolves the issues of the customers.

Creative minded.
Always target drive.
Self motivated and actualisation.
Ambitious about work.
Flexible in every situation.
E
E
E
E
D
B) Advantages and disadvantages of current advertising jobs in the organisation
Advantages of internally advertising in organisation:
Less time consuming:- The advantage of the internal advertising is that it consume less
time because when all the process is continued internally than there is no waste of time to take
interviews or make paper work. They have already all the details about that employees and
already familiar with them (Mone and London, 2018).
Less costly:- Internally advertising is less costly than the outside advertising it just a
work of click of buttons and send mails to others in chocolate presence. From internal
advertising it takes less payment compare to others because it can easily aware the employees
about the vacant job and organisation top level management find out the suitable person in the
company for the vacant job. It doesn't require any type of paper cost or anything else.
Disadvantages of internally advertising in organisation:-
It creates conflict among colleagues:- Open up a role for the employees in the chocolate
presences give a negative impact on their moral. If any of employee already apply for someone
than other staff who apply for the vacant position, feel like organisation simply paying them lip
service and not recognize their hard work which decrease the morale and confidence of that
person. It is a minor issue but sometimes it increases the risk probability and reduce the
employee engagement which ultimately affect the bottom line. From internal advertising in the
organisation it creates so many conflicts because sometimes it’s difficult to choose the person
who is suitable for the job that it creates conflicts in the organisation.
Fails to attract new talent:-The disadvantages of internal advertising is that it fails to
reach the new and fresh talent which is really applicable and accurate for the vacant position
from this it only higher those who are already working with them and which is not ready to so
this job. From internal advertising it only recruits which are already working with them and

knows everything about them but it’s important to hire fresh talents because it is so much
beneficial for the organisation. It gives new and innovative ideas for achieving the success.
(Treetipbut. and Aloni, 2018).
Advantages of advertising on the noticeboard outside the entrance:-
Visual:- Its easy way of advertising outside the main entrance of the chocolate presence
because it can easily attract people and get attention of the audience. It can easily visual to the
audience and easily market the advertising. It also aware the audience about advertise on the
noticeboard outside the entrance. It’s important to have visibility of the advertising on the
noticeboard because it increases the presence of the advertising on the notice board.
External inreachment:- From the outside noticeboard advertisement it reaches to
external audience which can easily find out the requirements of the chocolate presence and that
the external candidates who are applicable and suitable for the job can easily reach it. It’s
important to choose the applicable and right person for the job.
Disadvantages of advertising on the noticeboard outside the entrance:-
Easily neglect:- Noticeboard advertising outside the entrance is not so much effectively
because it doesn't attract the audience easily. Not everyone notices or read the noticeboard or it
takes so much time to put the notice on the noticeboard and easily neglect by everyone.
(Treetipbut. and Aloni, 2018)
Reader curiosity:- From the external noticeboard advertising on the outside of the
entrance it depends upon the curiosity of the reader because not everyone get easily attracted
because its depend upon the reader curiosity to read the matter on the noticeboard. It becomes
untidy and irrelevant as the time passes from which not everyone is interest to read it out.
c)Recommend the job advertising for the receptionist vacancy to be placed
Chocolate presence is an expanding firm which provide chocolates, greetings based on
chocolate and the organisation manufacture the chocolates and comprises it to the production,
finance, packaging and distribution team. It creates innovation in the flavour of the chocolates
and making different designs of the chocolate. It mange the selling and production of the
chocolates.
RECEPTIONIST
The nominee of this position have to run an engaged reception along with handling the
customers and wholesalers of the organisation. While holding and giving the satisfaction to

external and internal customers.
Eligibility criteria:
Candidate should be 20-25 years of age.
Minimum qualifications:
 Bachelor’s degree in business.
 Experience of 2-3 years
 Fluent in communication skills and inter personnel skills.
 Must possess a polite and pleasant behaviour while being dedicated to the job.
If you feel you are perfectly suitable and fit for this position than, please share your details and
curriculum vitae along with the recent passport size photograph and all the contact details
within the 5 days of advertisement. Kindly share the position in the subject line and e-mail your
application to [e-mail]
chocolate presence (Pvt) limited
5th floor east, 53-64 chancery building,
London WC2A 1QS, United Kingdom
This job advertisement of receptionist is posted on the social media and newspaper where the
candidates can easily reach and apply for the position. It is a way to find out the suitable
candidate for the vacant position of the organisation. From the advertising on the social media
and newspaper its easy to find out the receptionist. (Mone and London, 2018).
TASK3

Microsoft offer graduate training schemes and internships and benefits to both organization and
employees of schemes.
The Microsoft Educator Community provides on-demand courses which earn
professional development credit in own time. Courses focus on integrating technology into your
teaching, and how to use tools like One Note, Sway, and Office.
Also, it has an academy named Microsoft Imagine Academy, which provides industry
recognized technology education, skills and certifications students need to succeed.
Microsoft Certified Educator Program, the Microsoft Certified Educator (MCE) certification
validates that educators have the global educator technology literacy competencies needed to provide
a rich, custom learning experience for students (Noe and et.al., 2017).
Benefits to Organisation-
 It will reduce the cost of employment as interns and trainees are hired on low stipend.
 It helps in filling vacant posts if the trainee has performed well at the time of training.
 Reduce employee turnover as training helps them to retain in the company.
 Trained personnel will be able to make better and economical use of materials and
equipment’s. Wastage will be low.
 A well trained employee usually shows greater productivity and higher quality of work-
output than an untrained employee.
Benefits to employees-
 Increase job satisfaction and morale of an employee, as they are assigned important work
and case studies to solve so they get more involved and feel motivated.
 Increased capacity to adopt new technologies and methods as they are given training
regarding new software and new aspects of accessing this software.
Flexible working arrangements for staff and benefits of offering these to both Microsoft and its
employees.
Types of working flexibility
Functional Flexibility:- This is associated with high-skill levels across many tasks, as
exhibited by the core group of workers. It allows management to relocate core workers between
multiple workforce and tasks. Developing functional flexibility in Microsoft with the workforce

generally requires increased training, more flexible working hours and re-evaluation of
payment/value to the Microsoft. (Healy, 2016).
Numerical Flexibility:- This generally applies to the peripheral workforce, and is related to the
volume of low-skilled workers available in the labour market. Numerical flexibility means that
employers can match labour demands with the number of employees under contract at the
company. This can be achieved through the flexible employment methods such as short-term
contracts, outsourcing, temporary workers and other means.
Financial Flexibility:- Financial flexibility refers to the capability of organizations to adjust the
price (pay) of labour in accordance with the supply and demand of workers within the company.
It also refers to the compensation granted to individuals upon the termination of their contracts.
Thus, financial flexibility is related to and supportive of numerical and functional flexibility.
Microsoft is generally flexible with work hours or arrangements, however needs to include
remote opportunities as an accepted part of the culture
 Open communication
If there are others with whom you can work flexibly then try to involve among them and find out
what they’ve found easy, any barriers they’ve faced, and how it’s affected them – both at home
and work. Then consider your own circumstances.
 Easily accessible technology
Flexible working doesn’t work if you don’t have access to email, systems, and the other tools
you need to be effective, so it is important that you think about what tools and systems you need.
Will these be provided by your company, and how can access them (Albrecht. and et.al., 2015).
 Part-time jobs On occasion, they have part-time positions available which range
anywhere from 15 to 39 hours per week.
Benefits to Microsoft
Increased productivity:- If an employee has the ability to work remotely from home, they save
time on commute, meaning they may be inclined to start work earlier and finish later. Nearly
two-thirds (60 per cent) of HR directors have seen an increase in productivity, further
demonstrating the business benefits of flexible work arrangements.
Ease of management:-If employees are eager to work flexibly, they will aim to cause as little
disruption as possible, minimising the input needed from their manager. If employees can prove

they are easy to manage on a non-standard shift, further flexible working opportunities may
arise.
Attracting talent
Some professionals actively look for jobs that will allow them to work flexibly. It could be that it
has childcare responsibilities or voluntary commitments, and are looking to achieve a better
work-life balance.
Offering flexible work arrangements can allow employers to recruit talented candidates who
would otherwise have been out of their reach (D'Souza. and Gurin, 2016).
Benefits to Employee
 Flexibility to meet personal need, personal obligations, and life responsibilities
conveniently. If it has flexible schedule, it can go to a parent-teacher conference during
the day, take a yoga class, or be home when the washing machine repair person comes.
 Reduced consumption of employee commuting time and fuel costs. In some areas,
commutes of more than an hour each way is not uncommon. If these employees are
allowed to work from home, that saves two hours of time, gas, and wear and tear on the
road. Not to mention, fewer people driving means it's easier for those people who are
commuting.
 Avoids traffic and the stresses of commuting during rush hours. it might be amazed
at how much faster a communicate can be if you can drive to the office at 10:00 instead
of 8:00.
Motivational theory for the support of the employees
Maslow's need hierarchy theory is well known for fulfilling the needs of the individuals of
the Microsoft. It is a type of theory which motivate and increase the morale of the employees
through fulfilling the needs such as physiological needs, safety needs, social needs, self esteem
needs, self actualisation needs etc. fulfilling the needs of the employees increase the performance
of the employees which gives better result to the organisation. Limitation of this theory is that
not every individual think in the same way and there is so much difficulty to measure the
satisfaction of the individuals.

Physiological needs:- Physiological needs of the Microsoft include all the basic and vital
source for survival of the employees. Every employees of the organisation needs for survival
such as the food, water, shelter, clothing and sleep etc. which is fulfilled by the Microsoft for the
motivation of the employees. Microsoft has to fulfil the physiological need of the employees
such as providing the facility of shelter and food which enhance the job role of the employees.
(Graban, 2016).
Safety needs:- It is second level of the theory which begins to the fulfilment of the
requirements of every employees which required the security and safety for their own its
important to have the personnel, financial, emotional, health and wellbeing security for the
employees which motivates the employees and boost the morale in the Microsoft. Organisation
has to fulfil the safety needs of the employees such as providing the facility of the insurance of
health and safety which increase the morale of their job roles.
Social needs:- It is the third level of the human needs which is related to the inter
personnel relations of the employees. If the needs are fulfilled than it employees decreases the
stress and depression of the employees which motivates the behaviour of the employees. From
proper inter personnel relations it motivates the acceptance of the employee. It generates the
social activities which improves the relations of the employees with others from that employees
can easily take interest to participate in the Microsoft activities.
Self actualisation needs:- The self actualisation needs of the individuals is to analyse the
potential and capabilities. Individuals has to focus on the needs very specifically. It is a value
based system of the motivation while discussing the role. The self actualisation needs are to
desire and accomplish about their work and goals. It’s necessary to pursuing the goal and utilise
the ability of individuals.microsoft has to conduct motivation seminar which motivates and boost
them to do their job role on their best.
Self esteem needs:- Self esteem needs is necessary to increase the morale of the individual
because it gives appreciation and respect against the work. When all the needs are satisfied than
the goals and objectives of the Microsoft can be achieved. It is important to increase or gain the
respect and appreciation of others because it recognizes the efforts of the individuals.
How the Microsoft company motivates the employees
Provide incentives:- Its important to motivate employees for their better performance and
incentives is one of the way to booster motivation (Sivasubramanian, 2016. ). From providing

incentives such as extra paid, bonus etc. gives better performance and results to the organisation.
Providing incentives plays an important role for keeping the performance best of the employees.
From motivation of the employees increase the revenue and turnover of the Microsoft.
Better communication:- For the motivation of the employees it’s important to have an
effective communication between employees and management. From effective communication it
makes good relation between them which motivates them for perform better. From better
performance it gives better results to the Microsoft. The importance of the effective
communication is often overlooked for the employees. Frequent communication helps in
resolving the problems and issues of the employees and motivates them for work.
Task 4
a) Meaning of Employee Engagement and its effective relations in Microsoft -
Engagement word is important in organisation. Engagement describes the enthusiasm that
employees feels while working in the organisation. It helps to enable organisation to perform a
superior performance and gain a competitive advantage. As Engagement is achieved by
satisfying three primary models -
 Achievement – Employees engage in their work dedicatedly and if they achieve their
targets before the allocated time than it results in achievement in their work profile
(Treetipbut. and Aloni, 2018).
 Camaraderie – Maintaining warm and helpful relationship with the other employees in
the work place and take pride in the organisation gaols and accomplishment.
 Equity – Justify in decisions and any other matters are the important aspect of the
organisations and company take this matter very seriously to provide equal rights to
every employee.
Employees in relation to engagement means that the passionate about work and devote
their time and interests in the work. In simple word's employee engagement means employee
work and engage themselves physically, mentally and emotionally.
Bersin says that employee engagement is the biggest task in Microsoft company and also
an issue to set on the minds of leader, motivators and mangers to engage the employee in the
company (Binyamin and Carmeli, 2017).

The following are the effective points in relation to employee in Microsoft -
 Company create more human connection to improve global workforce. As the employee
work efficiently if they psychology set their mind and motivate to produce extraordinary
results in the company. If this mind is fixed than he can work globally with any company
department and perform well with extra efforts in achieving goals.
 Microsoft company connect and empower its employees and provide a facility for linking
disparate employees across their many outlets in the world wherever it can be in
corporate sector as well. Microsoft company Voluntary guide employees and motivate
them in learning and adapting new changes in the work and implement them in their
work schedule.
The key approaches to engaging workers
Open communication:- It’s important to communicate openly for building the
transparency and create a strong communication which makes best sharing practices and it
creates interest to bring people together. The positive aspect of the open communication is to
easily understand the aspects and conflicts of the organisation and the negative aspect of the
open communication is sometimes it creates problems while the communication is not proper
and it creates problems in the relationship of the employees in the Microsoft (Healy, 2016).
Inspire with intelligent video:- For the approach of employee engagement by leveraging
video for the training, sharing information and communicating with the stream. The new
intelligence features give more ways to interact with the videos so it’s easy for everyone to
access relevant content easily and collaborate with the applications which is already known. The
positive aspect of the inspiring the intelligence the video is it increase and improve the
knowledge and communication of the employees. The negative aspect of this is to
The hub for team work:- Microsoft launched teams in many ways for which it makes bold
statements because communication in chat and video calls keep everyone in touch. It’s important
for the organisation that employees are engaged with each other from that from the hub of team
work it improves the communication between employees and perform better which gives better
results to the organisation. From hub teamwork it improves the communication of the employees
in so many because it is necessary to have effective communication between team members
because it helps them to solve the conflicts and make their relations good (Graban, 2016).

CONCLUSION
From the above study it concludes that the human resource management is a critical aspect
of the organisation. There are various purpose and function of the HR in the organisation. It
shows some strength and weakness of the selection method which is used in the company. It has
been summarised the person’s job specification on job role. And the advantages and
disadvantages of advertising in the organisation. It also concludes that the graduate schemes and
training benefits for the organisation and employees. Organisation provides flexible working
arrangement for employees so that satisfied with their job. This theory also consider the
motivational theory and firm motivates the employees for their better performance and employee
engagement and its effective relation with organisation. It also shows the key approaches of
engaging the workers in the company.

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