Report on HRM Practices: Workforce Planning and Resourcing at Toyota

This report provides a comprehensive analysis of human resource management (HRM) practices within Toyota Motor Manufacturing Ltd. It begins by outlining the purpose, roles, and responsibilities of the HR function, emphasizing its role in workforce planning and resourcing, and the importance of aligning HR with the company's objectives. The report then assesses various recruitment and selection approaches, including internal and external recruitment, as well as different selection methods like interviews and personality tests. It further delves into specific HRM practices such as training and development, workforce planning, performance management, and reward systems, highlighting their impact on employee performance and organizational goals. The report also examines the benefits of these HRM practices for both employers and employees, and evaluates the effectiveness of these practices in relation to profits and productivity. Additionally, it explores the significance of employee relations and employment legislation in HRM decision-making, and provides practical examples of HRM applications within the work context, including an evaluation of technology's role in recruitment and selection. The report concludes by summarizing the key findings and emphasizing the importance of effective HRM in achieving Toyota's overall business objectives.

Human resource management

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................3
TASK 1............................................................................................................................................3
P1 Purpose and functions of HRM related to workforce planning and resourcing................3
P2 Strength and Weakness of different approaches of Recruitment and selection................4
TASK 2............................................................................................................................................6
P3 Benefits of HRM practices to employer and employee....................................................6
P4 Effectiveness of HRM practices with regard to profits and productivity of organisation 8
TASK 3............................................................................................................................................8
P5 Importance of Employees relation and its influence on HRM decision making..............8
P6 Key elements of employment legislation and its impact on HRM decision making........9
TASK 4..........................................................................................................................................11
P7 Application of HRM practices in work context with examples......................................11
8. Evaluation of technology on improving the recruitment and selection process...............13
CONCLUSION..............................................................................................................................14
REFERENCES..............................................................................................................................15

INTRODUCTION
Human resource management is concerned with managing the people of an organisation
effectively in order to gain competitive advantage; since people are concerned as lifeblood of any
organisation and are responsible for smooth running of any business. In other words, it may also
be defined as a function of management to look and mange the performance of employees.
Toyota motor manufacturing Ltd, is an automotive manufacturing company and is responsible
for sales, marketing, after sale services of a company and was founded in 1965. It has its
headquarter in UK and has currently employed around 375000 employees worldwide. The report
will cover the purpose, roles and responsibilities of HR function as well as assessment of
different approaches to recruitment, selection and workforce planning (Banfield, Kay and
Royles, 2018). Apart from that, various aspects of employment legislation and evaluation of
employee relations will also be included in this report. Moreover, the report will also include
application of HRM practices.
TASK 1
P1 Purpose and functions of HRM related to workforce planning and resourcing
Purpose of HR function
The basic purpose of HR is to improve the effectiveness of the human resource towards
the achievement of the goals and objectives of the Toyota. Apart from this, the other human
resource functions of Toyota is to develop strong relationship with line managers and other staff
members which will support achievement of team objectives. Moreover, it will improve the
visibility of HR function and contribution.
Roles of HR function
The initial role of HR is to decide which mode of recruitment should be adopted to recruit
and select the employee and then efforts would be made to select the right person for the right
job(Bratton and Gold, 2017).
Responsibilities of HR function
There are numerous responsibilities of human resource department such as recruitment
and selection of new employees, training the employees as well as resolving the conflicts arising
at the workplace. Other responsibilities of human resource department include maintaining good
employee relation and determining the rewards and incentives to be given to employees of
Toyota based on their performance.

Significance of HR to meet the objectives of Toyota
Human resource manager of company plays significant role in order to hire talented
people in business and analysing their skills properly. HR motivates its employees by providing
them with various kinds of rewards and incentives in order to create job satisfaction in the mind
of employees so that they focus on achieving objectives of Toyota rather than focussing on
achieving individual objectives (Burke, 2016). Moreover, HR would also help in creating sense
of belongingness in the mind of new employees so that they retain in Toyota for a longer
duration which in turn would contribute towards achievement of objectives of the company.
P2 Strength and Weakness of different approaches of Recruitment and selection
Approaches to recruitment
Internal recruitment
This is concerned with recruiting the employees from within the organization. In this firm looks
to fill the vacancy from within its existing workforce.
Strength Weakness
The major strengths of internal recruitment
method are that it enables opportunity of
boosting employee’s morale and managing
cost effectiveness of business operations.
The approach limits the choice of management
and sometimes leads to biases and favouritism
at workplace.
External Recruitment
This is concerned with recruiting the employees from outside the organisation (Cascio, 2015).
Toyota adopts new paper advertisement external recruitment method of recruiting employees in
so as to get young, fresh, talented employees from outside the organisation.
Strength Weakness
External recruitment approach is the in this
company owns greater choice of selecting and
managing talent.
It assists the management in balancing fairness
and environmental adaptability.
The weakness of approach is that it requires
high cost investment and have risk of selecting
wrong candidate
Approaches to selection
There are numerous approaches to select an employee such as through interview,
employment test, personality test, behaviour test, etc. Toyota adopts a combination of interview

and personality test methods of selection such as to get knowledge about each and every aspect
of an employee and select the best employee from the available lot.
Interview
Selection interviews are organised by Toyota to understand whether an applicant is suitable for
particular job role or not.
Strength Weakness
The strength of interview selection method is
that it helps the management in gaining deep
and free response of candidate to particular
questions related to job role
Weakness of the approach is the it requires
critical thinking skills and ability to summarize
response.
Personality Test
This selection procedure is organised to measure personality characteristics of candidate related
to future job performance. Personality tests are basically measured on the basis of
five personality dimensions: emotional stability, extroversion, agreeableness, openness to
experience and conscientiousness.
Strength Weakness
The major strength of personality test selection
method is that it helps the managing in
predicting individual ability to adapt change
and resistance to change
It limits selection to individual perspective
regardless of knowledge for the job role.
Apart from this, there are many HRM practices and approaches to it which aid Toyota in
effective workforce planning and resourcing. Some specific HRM practices and their approaches
are discussed below:
Approaches to training and development
There are 2 methods of training and development. One is on the job training which is
concerned with providing the training at the workplace itself such as through mentoring,
coaching and job rotation. On the other hand, the second approach is off the job training; which
is concerned with providing the training at the place away from the actual workplace such as
vestibule training, lecture method, role play and case study (DeCenzo, Robbins and Verhulst,
2016). Toyota adopts vestibule training method to train and develop its employees by providing

them with similar equipment’s and replicating the exact working environment to them at a play
away from the actual workplace.
Approaches to workforce planning
There are 3 approaches to workforce planning:
 Workforce approach: It is concerned with the managing the employees at the work place
 Workload approach: this approach is concerned with managing the work
 Competency approach: It is concerned with building up the competency level of
employees.
Toyota adopts workload approach of workforce planning in order to manage the degree
the work at a particular point of time in the workplace, so that employees do not feel
burdensome.
Approaches to performance management
There are numerous approaches of performance management such as 360 degrees, result
and feedback, but the Toyota adopts results approach as it helps in managing the performance of
employees based on the results of the work performed by them. Performance management would
be done in such a way that the effectiveness and efficiency of employees could be increased and
they deliver better results as compared to the earlier one.
Approaches to reward system
Reward system of Toyota includes providing additional compensation to employees such
as bonus, providing various kinds of benefits such as health and education facility, maternity
benefits, etc. Moreover, recognition to the employees who have performed their level best in
achieving the objectives of an organisation (Guest, 2017).
TASK 2
P3 Benefits of HRM practices to employer and employee
There are different HRM practices that are used by companies which are beneficial to both
employers as well as employees. The practices are -
Learning and development – This is the most commo0n and important HRM practice
that is used in the company as learning and development is an ongoing process which involves
sharpening skills and knowledge of the employees. It helps the employees in learning new
methodology, technology and impact their performances.
Benefit to employer Benefit to employee

It increases efficiency of the organisation.
It leads to smooth and effective working
operations.
It helps the employer in having lower
employee turnover and absenteeism.
It helps in developing new skills and
knowledge of the employees.
It leads to personality development of the
employees.
It keeps the employees motivated and helps in
increasing their contribution level and
ambitions.
Performance appraisal - It is the method of evaluating performances of the employees
and understanding their abilities. In short, it is providing bonuses and incentives to the
employees who performs outstandingly. It helps in employee development and in establishing
efficient communication network between employer and employee.
Benefit to employer Benefit to employee
It improves the communication between
employer and employee which leads to
efficient performances.
As employer encourages good work, it helps in
increasing the productivity of the company as
the jest of the employees get increased.
It improves decision making ability of the
employees and decreases confusion
Performance appraisal leads to self-
development as it allows the employee with
positive feedbacks.
It motivates the employees and create sense of
belongingness.
It increases loyalty of the employees towards
the organisation.
Flexible working practice: - It means providing a flexible working schedule to the
employees so that they can work according to their time. It includes flex days, weeks, work from
home etc. facilities so that the employee of the company can balance work and personal life.
Benefit to employer Benefit to employee
It increases loyalty of the employees towards
the company as when company thinks about
their comfort, they think about their profit too.
It helps in establishing good relationship
It helps the employee in balancing work and
personal life.
It helps the employees in working even from
home or anywhere else when they are not well

between employer and employee. or are out of station.
P4 Effectiveness of HRM practices with regard to profits and productivity of organisation
 Learning and Development: Learning in a Toyota is managed by training and
development sessions which aim providing employee knowledge regarding dynamics of
business environment. This the management in managing adaptability of employee of
changing nature of business which enhances employee’s productivity. Increased
productivity of workforce leads to increasing efforts of employees in organisational
functions and aid the workers in achieving business targets which leads or profits and
increased productivity. Learning and development can really improve profitability and
productivity of the organisation as when employees are continuously learning in the
organisation, it will ultimately improve their working abilities and will increase the
profitability of the organisation. A overall developed employees lead to achieve
economies of scale which increases productivity of the company.
 Flexible working practice: This affect the productivity and profitability of the company
as well but negatively as workers when do not have higher authority to oversee their
work can cause lack of motivation and enthusiasm in working. It leads to laziness and
company loses its control on the employees.
 Performance management: Performance appraisal can affect the productivity of the
organisation when individuals are appraised positively but it can backfire in the case
when employees are appraised negatively for their performance. It can demotivate the
employees and can lead to loss of productivity and profitability.
TASK 3
P5 Importance of Employees relation and its influence on HRM decision making
Unitary approach: Toyota uses unitary approach in order for maintaining employee
relation as it helps in binding the company as all the employees of Toyota will share common
objective, goals, opinions and views rather than individual goals and objectives. This approach
will help in developing a positive environment at the workplace as all the employees will work
hand – in - hand, in order to achieve mutual objective. Furthermore, it will help in minimising

conflict, reduce the need of trade unions and create harmony at the workplace(Noe and et.al.,
2017).
An approach to and effectiveness of employee engagement
Reward schemes: Toyota uses reward schemes in order to engage employees, that is by
providing them various kinds of benefits such as medical benefits, maternity leaves, education
benefits, etc. apart from that, Toyota also provide its employees bonus, incentives and annual
increments such as 10% increase in salary in order to motivate its employees so that their
engagement in the company could be increased. Moreover, the company also provides its
employees recognition such as employee of the year. This has helped the company to motivate
its employees and retain them for a longer period of time, which in turn has resulted in creation
of job satisfaction in the mind of employees.
An approach to development of flexible working practices
Atkinson model is a workplace flexibility model that is used at Toyota in order to
optimise the use of human resources(Shamim and et.al., 2016). This approach includes flexibility
in working hours so as to create job satisfaction in the mind of employees and providing various
kinds of facilities such as work from home in order to provide ease of working to employees.
Moreover, the company also provides timely breaks to employees, so that they can take rest and
then work effectively and efficiently.
P6 Key elements of employment legislation and its impact on HRM decision making
The Employment Rights Act, 1996: this act governs the rights of an individual at the
workplace, so that no injustice can be done to any employee. This act includes various aspects of
employment such as leaves, working hours, training, termination, compensation, etc. This law
has been established so that rights of an individual at the workplace does not get violated and
they would be encouraged to work better.
Equal Pay Act, 1963: this act governs that equal pay should be given for equal job that is
no discrimination should be made at the workplace based on the sex of an individual. Male and
female both should be treated equally and based on the performance of work their wage should
be determined rather that fostering or giving more pay to an individual because of it's his/her
gender (Snell, Morris and Bohlander, 2015). This act has been established in order to distribute
fair wages and promote equality at the workplace.

The Disability Discrimination Act,1995: this act has been established in order to protect
the disabled people from getting discriminated. Disabilities include blind or partially sighted
people, people with hearing problem or any other kind of problem, so that no person would feel
inferior to other because of his/her disability. It they perform equally then they should be treated
or compensated equally.
National minimum wage act, 1998: it is one of the important kind of employment
legislation, as this act provides for fixing the minimum wage rates for both skilled as well as
unskilled workers, so that the rights of employees does not get violated and they fell secured
(Wilton, 2016).
Evaluation of employee relation for decision making and meeting business objectives
 Maintaining good employee relations would help Toyota in motivating the employees so
that they retain in the company for a longer period of time, which will in turn affect the
recruitment decision of the company regarding the number of new employees to be
recruited, time and amount spent on recruitment. This decision is very important in order
to achieve organisational objectives effectively and efficiently. Moreover, maintaining good relations in employment includes empowering employees so
as to create job satisfaction in the mind of employees as they can take their own decisions
rather than being bound by the decision taken by others for them(Wright, 2018).
Empowering employees lead to decision taken by management regarding the degree to
which autonomy should be given to employees which in turn would help in achievement
of companies objectives.
Evaluation of employment legislation for decision making and meeting business objectives
 Employment legislation helps in minimising the complexities at the workplace by
following the rules and regulation layed down by the government in order to reduce the
interference or restrictions from the government as well as from political parties. Hence,
for this purpose the company would have to take decision regarding how to enforce these
laws or make it compulsion at the workplace so that each and every employee follow
these laws. Following the employment legislation would help in running the business
smoothly and achieving the objectives of Toyota efficiently.

TASK 4
P7 Application of HRM practices in work context with examples
Job description for a job role in Toyota
Job title Human resource assistant
qualification Bachelors in any field and post-graduation in
human resources
Roles Recruitment, training, performance appraisal
and conducting employee engagement
activitSnell, S., Morris, S. and Bohlander,
G.W., 2015ies
responsibilities Resolving conflicts, motivating the employees
and creation of job satisfaction in the mind of
employees.
Person specification for HR assistant in Toyota
criteria essential desirable
Skills required  Good communication
skills
 capability to work in
team
 ability to work under
pressure
 excellent computer
knowledge
 Ability to solve the
conflict arising in
Toyota.
 Enthusiastic about
work
 should be creative and
innovative
attainment Post-graduation in HR Should be CIPD certified
knowledge Should have excellent Should be capable to prepare

knowledge about MS excel
and MS word (Human
resource management (HRM),
2018).
PowerPoint presentations.
Relevant experience 2 years of experience in any
field
2 years of experience
particularly in the HR field
disposition  Should be capable
enough to perform
wide range of
activities.
 Ability to adapt to
changing environment
 Should be capable
enough to give
training.
Interview questions
1. Why do you want to join as a HR assistant manager in Toyota?
2. What are your long-term goals?
3. How many years of experience do you have?
4. How will you take criticism?
Offer letter for the selected person
February 18,2019
Mr. Matthew,
Central City Line
London (UK)
Dear Mr. Matthew,
Toyota PLC is pleased to inform you that you have been selected for the post of HR assistant as
your skills and knowledge are best suited with the company's requirement.
As per our discussion your date of joining would be April 1, 2019 and the salary offered to you
would be 8.75 pound per hour.