Human Resource Management Report: Chocolate Presence HRM Strategies

This report provides an in-depth analysis of Human Resource Management (HRM) practices within Chocolate Presence, a chocolate greeting card company. The report begins by outlining the purpose and functions of HRM, emphasizing its importance in organizational success. It then evaluates the strengths and weaknesses of Chocolate Presence's current selection methods, followed by recommendations for improvement. The report includes a person specification for a receptionist role and assesses the advantages and disadvantages of the company's job advertising methods. Furthermore, it explores the benefits of training and internships, various working arrangements, and job design for employee motivation. The report also examines employee engagement, key legislation impacting HR decisions, and concludes with a summary of findings and recommendations. The analysis covers recruitment, selection, training, development, and employee relations, offering insights into how Chocolate Presence can enhance its HRM strategies for improved employee retention and organizational performance.

Human Resource
Management

Table of Contents
INTRODUCTION...........................................................................................................................3
Part 1................................................................................................................................................3
Task 1...............................................................................................................................................3
a) Purpose of the HR function and its importance to the organisation.......................................3
b) Strengths and weaknesses of the current selection methods used by the organization..........4
c) Improvements which could be made by Chocolate Presence to enhance its selection
process.........................................................................................................................................5
Task 2...............................................................................................................................................6
a) Person specification for Receptionist......................................................................................6
b) Advantages and disadvantages of current methods used for advertising jobs within
Chocolate Presence.....................................................................................................................6
c) Where job advert can be placed for Receptionist vacancy and why.......................................8
Part 2................................................................................................................................................8
Task 3...............................................................................................................................................8
a) Evaluation of benefits of training and internship for employees and organisation................8
b) Different working arrangement Microsoft offers and their benefits.....................................10
c) How workers can be motivated by designing of job roles....................................................10
TASK 4..........................................................................................................................................11
a) Employee engagement and its important in employee relations at Microsoft......................11
b) Different approaches for engaging workers which are discussed in the summit..................12
c) Different key legislation which influences decision making of HR ....................................13
CONCLUSION..............................................................................................................................13
REFERENCES..............................................................................................................................14

INTRODUCTION
Human resource management refers to strategic approach for effective management of of
individuals within organisation by which organisation can gain competitive vantage. It deals with
development and management of employees within organisation (Becker and Smidt, 2016). In
this report Chocolate Presence is taken, which is a expanding organisation in North Yorkshire. It
provides chocolate based greeting cards across UK. This report covers HRM's purpose and
functions. Strengths and weaknesses of different approaches related with recruitment and
selection process. Furthermore, benefits of HRM practices to employees and employer, their
effectiveness and importance of employee relations in decision making of HRM. Apart from this,
application of HRM practices is provided.
Part 1
Task 1
a) Purpose of the HR function and its importance to the organisation.
Human resource management is the process of recruiting, hiring, deploying and
managing an organization's employee. HRM usually referred to simply as HR. human resources
refers to the all people who are working in organization. In chocolate presence the employees
also treated as assets and more emphasis on human resource management according to that
assumption.
Functions of human resource management: There are number of functions which have
to be follow by the human resource officer in the chocolate presence to resolve the issues related
to employees turnover.
Human resource planning: This is the initial stage of human resources function or can
say that it is the first function of human resource management which have to be performed by
human resource officer (Bounfour, 2015). In this function the chocolate presence plans about the
vacant post which will be left by the employees due to various reasons.
Recruitment: Recruitment is the process of finding suitable job applicants using
advertisements, employment agencies and word of mouth. When an organisation decides to

recruit staff, it may choose internal or external recruitment methods. The chocolate presence also
can choose both the recruitment method, but according to the situation it have to adopt the
external recruitment method because there was a high shortage of employees in the organization.
Selection: That function is performed by the officer after the recruitment process, it can be said
as negative process. In that process the chocolate presence select the skilled workers according to
the job position. In this process the organization follows the test and interview devices to select
the appropriate employee. The passing criteria is 50% of total marks.
Training: It refers to the changes in skills and capability of employees through providing
extra knowledge (Bratton and Gold, 2017). Chocolate presences also provide the training to its
employees to enhance their skills and working abilities because currently it facing various
quality related issues in their products.
Development: this function refers to the preparing employees for taking extra roles and
responsibilities in future. As the chocolate presence faces the various problems related to quality
and employee turnover so that the employees now require extra development so that if any
problems occur in future the remaining employees can manage the whole workload.
Recognition and reward programs: In the workplace, an effective recognition and
reward program should help to attract, retain and motivate employees. Recognition refers to
acknowledging the fact that an employee has performed well. Acknowledgement may involve
giving the employee a reward, such as a bonus, in exchange for doing a good job. A recognition
and rewards system can also reinforce strategies that will facilitate change or support desirable
corporate values, such as a focus on the customer. Chocolate presence faces lot of problems
related to employees turnover so that it may also introduce some recognition and reward
program. It encourage and motivate employees which leads to retain employees for long term.
Apart from that, more focus on customers through recognition process the quality related issues
can be identified and removed by making products according to customers specification
(Brewster and et. al, 2016).
b) Strengths and weaknesses of the current selection methods used by the organization
Chocolate Presence has opted for interview as an selection process. In this they ask
questions related to desired profile. This process have certain strengths and weaknesses which
are mentioned below:
Strengths:

1. It helps to select right candidate as questions are based on job role and their knowledge
related to desired role can be evaluated.
2. Lots of information can be gained about candidate, like their interests, hobbies, creativity,
etc. These can help Chocolate Presence in any other activity as they deals with greeting
cards and any kind of idea will help them to enhance their cards.
Weaknesses:
1. It is not a complete process as it can help Chocolate Presence to have details about
candidates but technical details, their practicality cannot be determined (Bringezu and
Bleischwitz, 2017).
2. Interviewer makes judgement on basis of what they perceive from individuals behaviour,
attitude, personality and nature. Words can define individuals up to some extent only.
There are chances when the interviewer may forget to ask the important questions to the
candidates, which will lead in lack of information about the candidate skills and abilities. It will
result in selecting a candidate who is not suitable for the job. To avoid this it is required by an
interviewer to be attentive and fully aware about the procedure.
c) Improvements which could be made by Chocolate Presence to enhance its selection process.
Chocolate Presence is undergoing different problems their process of selection. For this
need to adopt different steps to resolve these issues. Some of these steps are mentioned below:
 Major issue is that HR manager is hiring employees by means of internal staff and
preferences are given to individuals based on their references or favouritism when
interview is conducted (Coetzee, Ferreira and Potgieter, 2015). For this they need have
formal method of interview rather than informal one. HR manager needs to use selection
process with loyalty and focus must be on capabilities of individual.
 They must have aptitude and communication assessment test within their interview
process. These tests must be based on desired job requirement. This will help
management to analyse capabilities of individual in specified way. This method must be
used by Chocolate Presence to hire individual for desired job role.

Task 2
a) Person specification for Receptionist
Job Title: Receptionist
Recruiting manager: Office manager/ Senior receptionist/ Practice Manager
Date: 15/02/2019
Qualifications Essential Desirable
Good standard of education 
Good communication skills 
Knowledge of computer skills 
Strong organisational skills 
Experience Essential Desirable
Practical experience of working in same
profile

Experience of customer services 
Experience in computerised recording
systems

Skills Essential Desirable
Enhanced communication
skills

Computer skills 
Time management skills 
Conflict management skills 
Interpersonal and problem
solving skills


b) Advantages and disadvantages of current methods used for advertising jobs within Chocolate
Presence.
As per respective organisation, they have opted for recruitment of internal staff i.e. their
family and friends. They have displayed their vacancies on noticeboard which is present on main
site entrance. By this existing staff gets opportunity to enhance their position within same
organisation (Crawshaw, Budhwar and Davis, 2017). In case of Chocolate Presence, they are
looking forward for receptionist. For this they need that individual must be at least graduate with
good communication skills and must possess interpersonal skills. Apart from this, they must
have experience in respective profile. Furthermore, Chocolate Presence is opting for internal
recruitment. There are certain benefits and limitations of this method, they are mentioned below:
Advantages
1. Time to hire is reduced: When external recruitment is done then, recruiting team needs
to search qualified candidates as per requirement either by job posting or sourcing, then
they are evaluated and if they are selected then they are persuaded to join. This is time
consuming process. While when internal candidates are considered then it takes less time
to engage them.
2. On-boarding time is shorten: Internal hires are quicker to onboard when compared to
external hires as they need more time to adjust within new environment. Apart from this,
internal hires know about ways in which organisation operates and are aware of their
policies. When organisation is small then people may be acquainted with new team.
3. Less expensive: When individuals are hired within organisation then they need not to
spend or invest their money on posting advertisements on job boards, instead of sourcing
candidates on resume database, top management can ask managers about team members
who can fit within specified role.
4. Employee engagement is strengthen: A message is sent to employees that they are
valuable to organisation (Deery and Jago, 2015). Morale of employees will be boosted
when their management provides them with higher position or at same level role. These
employees develop professionally and they can have further opportunities in future.
5. Less risky: Managers or team leader knows their employees, so it takes away risk of
recruiting wrong individual. Anything can be mentioned on resume or CV to portray

themselves as best for specified job. But in case of internal candidate, their potential is
known to management.
Disadvantages
1. Limit pool of applicants: Chocolate Presence can have lots of qualified employees for
desired position. An example can be considered to understand, employees have skills as
per their job profile and they may not have the required skills which are essential for post
receptionist, this refers to skills gap. When they completely rely on internal hiring, they
are limiting chances to hire people with new ideas and skills.
2. Builds a gap in existing workforce: When someone is promoted within Chocolate
Presence, it will lead to have a vacant position. This means that organisation needs to go
through lots of promotions and moves so that positions can be filled (Donate and de
Pablo, 2015). Finally, they need to opt for external hiring additional to internal hiring.
3. Effect in inflexible culture: Stagnant culture is build when hiring is done internally. As
employees get more comfortable, they do not opt for experimenting new methods of
working. Whereas when external recruitment is done within Chocolate presence then they
can give new perspectives to existing difficulties.
c) Where job advert can be placed for Receptionist vacancy and why.
Mostly there are two ways in which organisation can post their vacancies. They are
advertisement on newspaper and going for external agencies or recruiters. But often they are not
able to attract large number of candidates as per their expectations. For removing these problems
related with recruitment and selection, Chocolate Presence has opted for advertisement through
social media for the post of receptionist. This will aid organisation to draw large number of
candidates as people are more attracted towards online platform. By this they can have
candidates with unique skills who have high level of competencies. Apart from this, there are
different software's which can be used to shortlist candidates as per need of organisation.
Furthermore, this approach is less costly as compared to other methods and it acts as a good
mark for an organisation in terms of their profitability (Helmreich and Merritt, 2017).

Part 2
Task 3
a) Evaluation of benefits of training and internship for employees and organisation.
Training refers to organised process by which individuals can gain skills and knowledge
for specified purpose. It basically addresses learning and teaching activities for primary purposes
for aiding employees of organisation to possess and apply that knowledge, abilities and skills for
particular profile within organisation (Kavanagh and Johnson, 2017). By this new capabilities
and skills can be inculcated by employees by which they can work with enhanced efficiency.
Internship refers to work experience which is offered by organisation for restricted amount of
time. These are confiscated by graduates and students to gain knowledge and experience in
relevant field. Microsoft deals with with developing, manufacturing, licensing, supports and sells
personal computers, consumer electronics and computer software's. It is American multinational
technology company, headquartered in Redmond, Washington. They offers different types of
internship programmes for individuals (Klingner, Llorens and Nalbandian, 2015). They are
university internship and PhD internship. University internship varies from education of
individual. Some of them are: engineering (services engineering, technical writer, programmer
writer, product planning, program manager, software engineer and many others), hardware
engineering, UX designing, supply chain, data and applied science, IT Operations, Finance,
marketing, sales and many others. In PhD internship , they have options of Microsoft research
(MSR) and product teams.
Benefits to employees
 By opting for internship from organisation like Microsoft, individual gets great
experience which helps them to enhance their skills, develop different skills and this will
aid them to develop their professional knowledge and also intensify their resume.
 If a newly graduate person is able to perform with their full potential then there is a
chances of converting it into full time opportunities. Apart from this, financial conditions
of employees become stronger as they are getting stipend from the company.
 If individual can work within organisation till their full potential and do have innovation
related to different situations then they can have opportunity to convert it into full time.

Furthermore, individuals get stipend from organisation which can aid them (Lasserre,
2017).
Benefits to Microsoft
 Organisation have opportunity to find out their future employees as they monitor and
analyse individuals in different within internship period. They can have potential
individual who may desired skills. Apart from this, individual do not need extra time to
adjust themselves in working environment of organisation as they have spend sometime
working their.
 Microsoft can save money, as they pay less to individuals which is in form of stipend.
Though individuals work full time. Furthermore, if same individual is hired then they can
maintain high rate rate of retention within organisation.
b) Different working arrangement Microsoft offers and their benefits.
Employees are major assets of organisation which align all their operations by which
organisation can achieve their objectives and goals (Marchington and et. al, 2016). Different
working arrangements are provided by Microsoft for their employees, some of them are
mentioned below:
Future plans
Microsoft provides their employees with different options by which they can ensure their
future. Some of them are:
 Loan refinancing program: Microsoft provides their employees with loan facility, in
this they can take loan for education of kids at less rates and simple instalments. This will
help them to ensure future of their kids. Apart from this, Microsoft earn money from
interest rate which they earn from charging.
 Employee stock purchase plan: When employees of Microsoft buy stocks, they receive
discount of 10%. By this Microsoft, as most of their shares will be sold which will
enhance profitability of organisation. Apart from this, it will make financial conditions of
employees stronger as they have bought valuable shares at low prices.
Enjoy the perks
 Social clubs: Microsoft has provided different clubs within their premises where
employees can play in their loose time. This enhances performance of their individuals at
office. This have positive impact on growth of Microsoft.

 On campus: Microsoft has provided their employees with different facilities within
premises like entertainment, shopping, grocery etc. By this employees are extremely
motivated and they work up to their highest potential. This enhances overall efficiency of
Microsoft in terms of their profitability (Marler and Parry, 2016).
c) How workers can be motivated by designing of job roles
Motivation level of employees is directly linked with job role as if they are given job as
per their capabilities and skills then they will be able to do their task up to their highest potential
and if they are not then vice-versa happens. Herzberg’s two factor theory is used by Microsoft to
motivate their employees. As per this theory two types of factors are involved in motivation of
individual. These factors are described below:
 Hygiene factors: They include different factors such as working conditions, policies at
workplace, financial benefits and many more. These factors aids employees to eliminate
their dissatisfaction for organisation (Mone and London, 2018). But it do not implies that
employees are motivated to work more harder. Example can be taken like if employees
are not working within healthy environment, then their productivity will be low, as they
will not be motivated to work to their highest potential. This remove dissatisfaction
among employees.
 Motivational factors: These factors include growth, recognition of work, performance
and many more which help organisation to motivate their employees. Microsoft while
building job roles considers all these factors. Example can be considered like if employee
is working hard and some other employee who is not working hard is promoted on basis
of favouritism then this will create negative impact on performance of hard working
employee.
It can concluded from above points that job role is directly associated with performance
of employees within working environment (Morschett, Schramm-Klein and Zentes, 2015).
Therefore, Microsoft needs to design their roles as per this theory. This will not create negative
impact on workplace and also on efficiency of employees.

TASK 4
a) Employee engagement and its important in employee relations at Microsoft
As per Kevin Kruse, (NY Times Best Selling Author and Forbes Contributor) employee
engagement refers affection al commitment which employee has towards organisation and their
goals (7 Definitions of Employee Engagement, 2018). Employee engagement can also be defined
as exuberance which employee have for their work and their colleagues. It deals with passion
and excitement which employees have for their work. If employees are motivated then their
performance will be enhanced.
Relationship between employers and employees is called employee relation. If
relationship between management of Microsoft and employees is effective then their efficiency
will be high and they can achieve allotted goals within stipulated time duration. Employee
relation can measured via effective communication between employers and employees, opinions
when decisions are to be made, exchange of thoughts and many other. Employee engagement is
vital for Microsoft as this will enhance performance of employees. As when employees will be
motivated from their engagement in work then their performance will be improved
automatically, this will provide them with satisfaction of customers (Omotayo, 2015). On point
of Microsoft , employees turnover will be less as their requirements are fulfilled and they will
not be willing to leave organisation. Therefore it can be said that, Microsoft needs to engage their
employees to maximum level by usage of different approaches.
b) Different approaches for engaging workers which are discussed in the summit.
Different approaches are discussed within summit to enhance engagement of employees
and furthermore, it improves communication between employees. These are illustrated below
with usage of functional examples,
In summit, Kathleen hogan (EVP of HR department of Microsoft) has represented
Microsoft. As per him, discussion began from transformation of culture within working premises
and ways in which technology aids leaders to communicate effectively with employees.
Microsoft has opted for two different approaches to enhance engagement of employees. They are
mentioned below:
Yammer approach: This approach, aids Microsoft to have transparent communication
so that bogus conflicts and rumours can be eliminated. Management of Microsoft can